Administrative and Program Associate

To Apply: Fill out this application 

Due date: Applications accepted on a rolling basis

Position: Administrative and Program Associate, full-time

Location: Bay Area preferred. Primarily Remote, but candidate ideally available 1-2 days/wk on-site in Oakland, CA

Preferred Start Date: June-July 2024

Compensation: $70-80K plus benefits

POSITION SUMMARY

Reel Medicine Media is seeking a new teammate with a passion for doing good and an interest in improving end-of-life medical care.  We are a high energy, goal-oriented, and results-driven team. We value diversity and strive to bring together a range of talents to work toward our common goals.

The Administrative and Program Associate is a key member of the team responsible for supporting  administrative, outreach, development, and programmatic operations from start to finish and is an integral member of the team. Our core team is small, consisting of our Founder/Chief Creative Officer, our Executive Director, and the Administrative and Program Associate. Our broader team includes external bookkeeping, finance, and IT support as well as the filmmaking team and impact partners for our current documentary feature in production, The Chaplain of Oakland. 
The ideal candidate holds a bachelor's degree and has 3+ years of experience in project administration and management, program and partner relations, PR and communications, fundraising, and/or executive support. Meticulous organizational skills, effective communication, strong writing skills, flexibility, and a willingness to roll up one's sleeves in a startup environment will be keys to success in this role. Interest or experience in end-of-life issues, medical and healthcare education, storytelling and documentary film is desired.

ORGANIZATION DESCRIPTION

Reel Medicine Media is a small non-profit organization whose mission is to humanize end-of-life care through the power of storytelling.  Founded by ICU/Palliative Care doctor Jessica Zitter, Reel Medicine Media  has three primary programmatic areas: producing documentary film and media campaigns, developing educational programs for physicians, and delivering thought leadership through speaking and influencing activities. Our target audiences include both the general public and healthcare providers. Our suite of storytelling content explores a variety of topics in this space, including caregiving, spirituality, racial inequities, implicit bias, end-of-life decision making, death education, medical culture, decision-making in medically intense environments, physician burnout, and other subjects relevant to caring for patients with serious illness. 

Dr. Zitter is a national speaker and advocate for improving the way we die in America.  Her essays and articles have been published widely in The New York Times and other publications, and her first book, Extreme Measures: Finding a Better Path to the End of Life, offers an insider’s view of intensive care in America and its impact on how we die. She has worked on two award-winning documentaries, including Netflix’s Extremis and Caregiver: A Love Story, and is currently directing The Chaplain of Oakland, which explores the public health crisis of racial health inequities at the end-of-life. You can learn more about Dr. Zitter and Reel Medicine Media at www.reelmedicinemedia.org.

PAY AND BENEFITS

• $70-80K Salary

• 10 days paid time off, plus one week off Dec 25 - Jan 1

• Paid sick days

• Medical and Dental reimbursement

• Employee Retirement Plan 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT ACROSS ALL PROGRAMS:  Complete a wide range of administrative tasks to ensure smooth and efficient day-to-day operations of the organization.

• Act as primary liaison between Reel Medicine Media and organizations, collaborators, and consultants 

• Provide executive assistance as needed by Founder and ED including managing Founder's correspondences and tracking her daily to-do’s, managing calendar schedules, coordinating meetings, and booking travel for Founder and ED

• Attend and support meetings when necessary, including generating agendas, note taking, and tracking follow-ups and to-dos for all team members

• Conduct research and collect information for meetings, presentations, or reports 

• Support ED in preparation for Board and Advisory Meetings

• Create and maintain digital filing systems for all documents, files, and media

• Support ED on contract management, invoicing and payment for consultants, contractors, and vendors 

• Manage Salesforce Nonprofit CRM platform for databases, contact lists, and donor management 

PROGRAM AND PARTNER OUTREACH, LICENSING AND MANAGEMENT:  Manage events and programmatic activities (speaking, engagements, workshop and materials licensing) with existing and potential partners.

• Maintain updated speaker marketing materials

• Review and reply to all inbound speaking inquiries 

• In collaboration with partnering organizations, manage events start to finish including negotiating fees and terms, defining program itinerary, making travel arrangements. 

• Conduct outreach for speaking opportunities 

• Manage ongoing relationship with educational distributor for Caregiver: A Love Story

• Manage licensing of Caregiver: A Love Story workshop materials

INTERNAL/EXTERNAL PR AND COMMUNICATIONS:  Responsible for creating and maintaining external facing profile for the organization

• Maintain and update organizational websites 

• Manage schedules for and draft website and social media copy, newsletter, press releases, one sheets, and other collateral materials

• Develop social media strategy and manage accounts 

• Draft occasional email correspondence to support Founder and ED

• Liaise with freelance designer to create graphics and other collateral materials

FUNDRAISING AND DEVELOPMENT: Support ED in fundraising efforts for the organization 

• Coordinate grants operations, including database management (Salesforce), prospective funder research, drafting correspondence, prepping LOIs and proposals, taking the lead on submitting, tracking, and reporting on grants

• Manage calendar for grant applications and reporting for existing grants

• Track and record all donations and revenue  

REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s Degree from an accredited college or university

• 3+ years experience with project management, program and partner relations, fundraising, and/or executive assistant experience

PREFERRED EDUCATION AND EXPERIENCE 

• Administrative & office management (creating, maintaining, and enhancing systems and processes)

• Event management and speaker and program coordination

• Development, grant writing, and donor operations

• Calendar and email management

• Communications, social media and website management experience

• Familiarity with Salesforce Nonprofit, Candid, Google Suite, InDesign, Dropbox, Microsoft Office, Squarespace, Asana, Mailchimp, Zoom

KNOWLEDGE, SKILLS AND ABILITIES

• Experience and interest in healthcare, medical education, end of life / serious illness

• Outstanding organizational and time management skills 

• Strong written and verbal communication skills

• Ability to prioritize and multitask in a fast paced start-up work environment  

• Technically savvy and undaunted by new software or applications

• Detail oriented 

• Comfortable “managing up” 

• Collaborative, flexible work style

• Strong interpersonal skills and ability to maintain positive working relationships with a variety of partners, funders, and contacts

ORGANIZATIONAL RELATIONSHIP

• Works in close collaboration with Founder and Executive Director

• Interacts regularly with board, advisors, partners, consultants, film teams, and vendors

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands include continual sitting, typing, and repetitive computer use for eight hours a day. 

WORK ENVIRONMENT 

Ideal candidate is based in the Bay Area. Primarily remote, with 1-2 days per week on-site in Oakland, CA for weekly team meetings and occasional in-person days as needed.  

Strict non-smoking environment. Proof of COVID-19 vaccination required (unless medically contraindicated).

Schedule is Monday-Friday, 40 hours/week, but requires some flexibility based on needs of the organization with occasional weekend or evening work required.

EQUAL OPPORTUNITY STATEMENT
Reel Medicine Media is an equal opportunity employer that values diversity as central to our work. We comply with all applicable state and local laws governing nondiscrimination in employment. Our practices are in alignment with our commitment to workplace equity, diversity, and inclusion. We foster a work environment where our current and future staff feel welcomed without regard to race, color, religion, gender identity, national origin, sex, age, disability or sexual orientation.