Job Description

Who may be considered for employment: Current Smithsonian Enterprises Employees ONLY. The Smithsonian
provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for
the application or hiring process, please cal 202-633-6409 (TTY).

The Smithsonian Institution is an Equal Opportunity Employer. We believe that a workforce comprising a variety
of educational, cultural and experiential backgrounds support and enhance our daily work life and contribute to
the richness of our exhibitions and programs. See Smithsonian EEO program information:

KEY REQUIREMENTS

• Pass Pre-employment Background Check and Subsequent Background Investigation for a position designated

as Low Risk

• Complete a 1 year Probationary Period
• Maintain a Bank Account for Direct Deposit/Electronic Transfer
• U.S. employment eligible without sponsorship

For the latest information on the COVID-19 vaccination requirements and its impact on your application, click on
Smithsonian Institution\'s

OVERVIEW
The Renewals & Bil ing Fulfil ment Manager is responsible for the fol owing Smithsonian Magazine Circulation
functions:
1. Managing the bil ing program and Insert media marketing program.
2. Fulfil ment management for Smithsonian magazine, including the completion of renewals and bil ing
marketing and fulfil ment plans.
3. Executing Magazine print orders each issue of Smithsonian Magazine.
4. Monthly postal expense analysis and reconciliation for Corp. Finance.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the fol owing:

• Manage the weekly fulfil ment of renewals and bil ing, from approval of pre-counts, to live fulfil ment

counts, to confirmation al jobs have mailed successful y. Oversee the completion of bil ing and renewal
schedule changes and testing implementation by SFG.
o Review, track, troubleshoot, and instruct weekly priorities for tests to SFG.
o Analyze weekly renewal and bil ing selections to verify accuracy of expire selections, volumes,
and package assignments.
o Work with Renewal Manager and Retention Director to set-up renewal control and test renewal
plans and bil ing instructions.
o Work with Renewal Manager to review and approve revisions to renewal selection schedules
from SFG. Build, Maintain and update renewal master schedule.
o Create test stock artwork and edit current stock artwork as needed.
o Create, proof, and approve imaging for control and test packages, in addition to any rollouts.
o Track and monitor the renewal and bil ing changes with SFG, keeping team aware of status and
due dates.

• Develop and manage operational fulfil ment expense budgets for Smithsonian of $1.2M. Build, monitor

and reconcile budget by working with both new business and renewal teams. Manage and distribute
expenses with the circulation team.

• Oversee analysis and processing of $100k+ fulfil ment company invoice each month. Manage input from

marketing team. Analyze, track, and code. Fol ow up with fulfil ment vendor on any questions about the
invoiced services. Also responsible for analyzing, verifying, approving, and coding other renewals, bil ing,
and gift related invoices as wel as promotion premiums and telemarketing services.

• Manage the fulfil ment postage account and record accounting entries.

o Track, research, and solve al discrepancies within postage account, total spend of over $2M a
year. This includes review of counts, amount charged, balance, rates, missing mailings, double
mailings, and any other potential discrepancies. Provide Corp. Finance monthly postal
reconciliation and analysis.

• Manage al aspects of bil ing for Smithsonian magazine, including test development and planning,

scheduling, and implementation. These duties include, but are not limited to:
o Design, test, and implement strategies to keep the businesses growing in both profit and net
subs.
o Develop new bil ing series as needed for new marketing plans.
o Build, monitor, and manage to budgets.
o Control inventory: set volumes, order and monitor inventory to ensure adequate stock.
o Set up bil ing instructions for each direct mail campaign.
o Update bil ing and correspondence reports and create new reports as needed.

• Manage the insert card program, including insert opportunities outside of Smithsonian magazine.

Responsibilities include, but are not limited to:
o Build, monitor, and manage to budgets.
o Develop profit improvement strategies.
o Work with production on insert card printing and instructions
o Update insert reports and create new reports.

• Manage renewals and bil ing stock inventory usage.

o Monitor and alert Smithsonian and SFG to usage discrepancies in comparison to outgoing
mailings monthly.

• Manage print order for al issues, working closely with fulfil ment provider, Print Production department

and Consumer Marketing Director. Incorporate main file subscription volumes, newsstand distribution,
Smithsonian retail distribution. Calculate supplementary copy requirements to fulfil post-main file
subscription sales.

• Update Issue Progress reports on a weekly basis, assist Planning Director on any issues between the plant

and fulfil ment house.

• Approve weekly supplemental issue counts in Planning Director\'s absence.
• Assist Planning Director as required with weekly and monthly production reports, rapid report filing for

AAM, and other projects as needed.

• Update Renewal and Internet reports and test results.
• Send instructions for monthly wraps, review wrap counts, and wrap imaging.
• Create sample books and checks seeds for Bil ing and Renewals.
• Assist the Renewals & Internet manager with analysis of internet campaigns.
• Assist with test development for renewals and internet.
• Complete creative changes to the art files.
• Assist with Affiliate Museum program order fulfil ment and monthly report.
• Maintain databased archives of art files.

This job description in no way states or implies that these are the only duties to be performed by the employee(s)
incumbent in this position. Employee wil be required to fol ow any other job-related instructions and to perform
any other job-related duties requested by any person authorized to give instructions or assignments.

Education/Knowledge /Qualifications:
Bachelor\'s degree, from a four-year col ege or university and 5 to 7 years of directly related experience in media,
consumer marketing, or similar industry.

• Ability to proofread.
• Skil ed in compiling and organizing large volumes of information with a high degree of accuracy.
• Excel ent administrative, organizational and computer skil s
• Excel and Word required.
• Ability to work independently and manage multiple projects at once.
• Ability to organize and track a variety of projects in different stages of development.
• Ideal candidate wil have some InDesign and/or circulation experience.

Applicants, who wish to qualify based on education completed outside the United States, must be deemed
equivalent to higher education programs of U.S. Institutions by an organization that specializes in the
interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and
should be included as part of your application package.

Any false statement in your application may result in your application being rejected and may also result in
termination after employment begins.

Smithsonian Enterprises is a division of the Smithsonian Institution, the world\'s largest museum and research
organization. Established in 1846 with a bequest from English Scientist James Smithson, the Institution currently
encompasses 19 museums and gal eries, the National Zoo and 9 research centers. The Smithsonian has facilities in
7 states, the District of Columbia and the Republic of Panama supporting over 6,200 employees.

Smithsonian Enterprises operates retail, media, product development, licensing and other services which promote
the Smithsonian mission while generating an essential source of unrestricted funding for the Institution. By
providing products and services that reflect the mission of the museums and research centers, Smithsonian
Enterprises plays a critical role in advancing the Institution\'s mission: the increase and diffusion of knowledge.

Smithsonian Enterprises encompasses Smithsonian magazine, Museum stores, Restaurants, IMAX theaters and the
Smithsonian Catalog, Consumer products, Educational travel, e-commerce, and commercial media enterprises in
book publishing and the Smithsonian TV Channel.

The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through
Knowledge and Discovery."

Please forward a resume, salary requirements and

cover letter to:
Please include the position title in the subject line.
Application materials submitted without salary
information wil not be considered.
Once the vacancy announcement closes, a review of your resume wil be made compared to the qualifications
and experience as it applies to this job. What to expect next: After a review of applicants is complete, qualified
candidates r\xc3\xa9sum\xc3\xa9\'s wil be referred to the hiring manager.

Relocation expenses are not paid.
The Smithsonian offers a number of exceptional benefits to its employees who qualify. Benefit programs include:

Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and
Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan,
Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early
Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care)

Smithsonian Institution