Business Manager

Master Drawings, the leading scholarly publication in the field of drawings, published quarterly, is seeking a Business Manager to oversee the full business operation of the journal, for immediate start. 

Duties include:

Subscriptions and Advertising

• Maintain subscription accounts (print and digital), including individuals, institutions, and those administered by third-party subscription agencies

• Generate invoices and track payments for subscription renewals

• Coordinate quarterly issue mailings to domestic and international subscribers

• Generate renewal solicitations, and maintain correspondence related to orders, including sales of subscriptions, back issues, and claims for issues not delivered

• Manage advertising accounts

• As customer service representative, maintain professional standards of operation and respond to requests/resolve issues in a timely manner

Donations

• Maintain donor accounts: records of donations (directors dues, gifts from benefactors, patrons, and sponsors) and generate acknowledgement documentation for tax purposes

• Work with Marketing & Development manager to organize and mail annual donor appeals and donation reminders as needed

• Assist the Marketing & Development manager with the annual benefit dinner during Master Drawings Week in January, including invitations, ticket sales, venue management, food, flowers, programs, travel arrangements, and post-event revenue analysis

Financial Administration and Bookkeeping (QuickBooks experience strongly preferred)

• Handle all accounts payable and receivable as well as bank reconciliations, bank transfers, expense reports, and credit card transactions

• Act as point of contact with payroll company

• Prepare budgets and financial reports, as needed, for the Board, the treasurer, and the accountants 

•Work with accountants on annual review, reporting, and filings

Assist the Board of Directors and Editorial Board

• Assist the Board of Directors with planning of bi-annual meetings

• Attend and participate in Editorial Board meetings

• Coordinate editorial submissions and circulate new articles among the Editorial Board

• Correspond with authors, upload electronic texts and images, secure images and copyrights

• Receive, distribute, and catalogue submissions for the annual Ricciardi prize (best article by a young author) 

• Arrange for author honoraria payments for each issue

Additional Administrative Tasks

• Database administration (Blackbaud eTapestry)

• Website maintenance (experience with WordPress strongly desirable)

• Maintain digital publishing platform

• Coordinate in-person, Zoom, or hybrid meetings as needed

• Collaborate with MD colleagues on email blasts (MailChimp) and social media (Facebook,

Instagram) posts to engage subscribers of and donors to the journal

• Other office tasks as needed, such as ordering supplies, computer and software updates

Qualifications

Master Drawings is looking for a tech-savvy and independent self-starter who feels comfortable working with colleagues digitally and in-person. While there is a heavy administrative component to the position, the journal’s management team also values an innovator who helps to expand its audience and improve user experience.

Candidates should have 3-5 years of experience in a similar role at a publication or equivalent arts organization; knowledge of Quickbooks, WordPress, Microsoft Office Suite (Word, Excel, PowerPoint), Google Programs (Drive, Docs, Sheets, Calendar); previous experience with donor databases and InDesign, a plus.

This position is roughly 21-28 hours per week, with greater workload in the winter and fewer responsibilities in the summer months. The incoming Business Manager will work closely with the Marketing and Development Manager, as well as with the Editor and any journal volunteers. 

Benefits to the position include access to an optional health care package through Oxford Health Plans, a workstation in the beautiful Drawings Department of the Morgan Library & Museum, and flexibility in working on a hybrid schedule.