Rachel Schaar

Business Operations Manager
  • Connect with Rachel Schaar

After graduating from Valparaiso University with a degree in Communications, I moved to the Milwaukee area and spent eight years working in communications and marketing at UW Milwaukee’s School of Education, the YWCA of Greater Milwaukee and the Milwaukee Jewish Federation. 

After a pause in working while raising our two boys, I came across a job posting in 2015 for 5-10 hours per week at Magellan and it seemed like the perfect fit for heading back to the office. As the company grew, so did my responsibilities, and I recently celebrated 10 years with the company, now in a full time role! As Project Manager, I handle the logistics that keep things running smoothly, from licensing and HR to database management and special projects. I enjoy that no two days are the same and that my role allows me to collaborate with the entire team.

Outside of work, I enjoy spending time with family, reading and planning our next vacation. College is our main topic of conversation these days with one kid in college and another heading that way!

What would be your baseball walk out song?

Uptown Funk by Mark Ronson featuring Bruno Mars – this song always makes me want to dance!

If you could instantly pick up a new skill, what would it be?

Having a green thumb

What job would you be terrible at?

Chef at a busy restaurant – Trying to make a whole meal come together at one time for my family is hard enough; I can’t imagine having to do that on such a large scale…and while making sure the food is spectacular!

Variable Data Best Practices

  • At the quoting stage of your project, please let us know how many fields of variable data your piece will have as this can affect pricing.
  • Data should be provided to us as an Excel spreadsheet with only the applicable data included.
  • Verbiage for variable data fields on artwork file should match up exactly with data fields on spreadsheet.
  • Spacing on artwork must allow for longest data entries. We recommend that your designer tests this in advance to confirm that the fields in the design can fit your longest pieces of data.

Postage Permits

We are happy to mail using a client’s USPS non-profit number. Here are a few best practices for this to go smoothly. Let our team know up front on the project so we can make sure to get the information we need right away. 

While our mail house does prefer to use their permit number for the mailing, we can use the client’s permit, If using their permit number, ensure there is enough postage to cover the mailing.

The information we need to in order to use a client’s nonprofit number includes the following:

  • CRID (customer registration ID)
  • Non-Profit Authorization Number (with USPS, not their nonprofit number for the university)
  • Non-profit indicia
  • Return address that is on file with USPS for the non-profit authorization number
  • Permit number

Formatting the Mailing List

Our account team will advise on specific requirements for your project’s mailing list.  We generally recommend these best practices to format the mailing list:
  • Send your data in a spreadsheet, saving it in the comma-separated values (CSV) format
  • International addresses must be separated from domestic addresses
  • Domestic addresses should at least contain data fields for “first name”, “last name”, “address 1”, “address 2”, “city”, “state” and “ZIP code”