Communications Coordinator at The Madison Institute

The Madison Institute (TMI)

Job Description




(15-30 hours per month)


JOB SUMMARY:    The Communications Coordinator is responsible for assisting the President and Board of Directors; maintaining a  donor database and using it for mailings and projects; maintaining and regularly updating TMI’s website and FaceBook page; providing support services; and preparing for and holding events and meetings.


Job Duties and Responsibilities:

1.  Perform clerical and administrative functions

·       Maintain TMI’s databases, email files, and copies of all correspondence

·       Check for mail at TMI Office (2712 Marshall Ct.) weekly

·       Record and deposit all checks and contributions received in TMI’s

checking account with Home Savings and Loan Bank.

·       Maintain a record of all deposits, contributions and funds received and

generate thank you letters to donors acknowledging contributions

·       Notify TMI Treasurer (cuphoff, and President ( when letters are available for signing –

·       Print/apply address labels

·       Mail letters at post office


2.  Provide staff assistance to President and Board

3.  Attend monthly Board meetings. 

4.  Maintain and regularly update databases and files

5.      Promote TMI Programs via print media and  social media:

·       TMI FaceBook page & Website

·       Isthmus Daily Page; Isthmus Weekly Paper


·       UW-Madison Calendar

·       WI State Journal Community Pages

·       WORT Radio promos

[Outreach media located on Google Docs]

6.     Conduct Email and Postal Mailings promoting TMI events

·       Email Event announcements - post via Mailchimp email list.

[Mailchimp is paid for by LWV – -

 may need new email address]


·       Mail Postcards

1.     Take to printer for duplication

2.     Purchase/apply stamps

3.     Print/apply labels

4.     Take to post office


7.     In coordination with a designated TMI board member, monitor and update TMI’s website and Facebook page as needed.  Tailor news and announcements for each site:

·       Website –

1.     Post TMI-sponsored events

2.     Post audio & video recordings of talks

3.     Update event content

4.     Update archive content

·       Facebook Page  –


8.     Provide the following tasks for Fundraisers

·       Type annual fundraising letter on TMI letterhead stationery (written by

 Board President)

·       Take to printer (Lakeside Press) to be duplicated

·       Mail letters at First Class Mailers  (the vendor who handles our

bulk mailings).

·       Maintain supply of mailing envelopes and donation return envelopes

(Lakeside Press) 

·       Enter donations in FileMaker Pro database

·       Deposit donations at Home Savings and Loan Bank branches



QUALIFICATIONS:  This position requires written and verbal communication skills; proficiency with a variety of software and computer programs including Mailchimp, Filemaker Pro, and Microsoft Office – or comparable programs; Website and FaceBook publishing skills; data entry skills; clerical skills; attention to detail, strong interpersonal skills; event planning skills; ability to work independently; to maintain confidentiality.  The individual must be able to set priorities and follow through on directives in a timely manner. 





  • $15 per hour  (or compensation commensurate with experience)
  • Flexible schedule – average 15-30 hours per month
  • Laptop provided
  • Office located on multiple bus routes