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Administrative Coordinator (part-time)


A stack of Baffler Magazines

The Baffler Foundation seeks an administrative coordinator to provide administrative and operations support to our magazine. The coordinator works closely with the business team and acts as a central point of contact for day-to-day administrative needs between our entire staff, magazine contributors, vendors, donors, and readers. As such, this person must have administrative experience, be highly organized, adept at balancing an array of tasks, and have familiarity with the literary publishing landscape.

Responsibilities

Administrative:

  • Coordinate the flow of contracts, invoices, and W-9s, and maintain updated payment data for all vendors and contractors.
  • Maintain the general upkeep of the office, including receiving calls; picking up mail; scheduling cleanings; and ordering supplies and research materials for staff, among other duties.
  • Take business meeting notes, and prepare and circulate operations reports on a biweekly basis.
  • Maintain the award and grant deadlines calendar, and assist in grant research, applications, and reporting.
  • Maintain the standard operating procedures manual for administrative duties.
  • Manage event logistics, including venue coordination and tabling.
  • Manage administrative tasks needed for republication and translation permission inquiries.

Finance:

  • Invoice and coordinate order fulfillment for bookstores, royalty customers, and institutional subscribers.
  • Monitor third-party customer service and fulfillment, and verify that any issues are addressed promptly and vendor and customer records are up to date.
  • With the director, maintain the finance manual, and regularly review and update procedures for bookkeepers.
  • Deposit physical checks and manage petty cash.

Requirements

  • Prior experience working in an office setting (media experience and/or fundraising experience a plus).
  • Proficiency with Google Suite and Microsoft Office.
  • Familiarity with cloud-based comms and project management systems, like Slack and Monday.com.
  • Highly organized and attentive to detail.
  • Excellent verbal and written communication skills.
  • Ability to own and manage responsibilities while balancing shifting priorities.
  • An enthusiastic reader of The Baffler and familiar with the magazine’s style and concerns.

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This is a part-time, three-day-a-week, in-office position based in New York City. Annual compensation will range from $30,000 to $34,000. The Baffler’s benefits include full health and dental insurance coverage with complete employee premium coverage and partial partner premium coverage paid for by the Baffler Foundation, a health reimbursement account, paid time off, unlimited sick days, and 401k with a 3% employer contribution and up to an additional 2% employer match.

To apply, please submit your résumé and a cover letter to [email protected] by April 15, 2024.

The Baffler Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.