Job Details

Office Manager

The Library Foundation, Portland, OR

Job - Non-Profit

Close Date: 08/31/2019

THE ORGANIZATION
The Library Foundation is a nimble, fast-paced development organization that extends Multnomah County Library’s reach, impact and visibility. The foundation raises private funds to support our library’s award-winning work. Our strategic priorities reflect our strong commitment to help the library reach our increasingly diverse community and level the playing field for vulnerable children through life-changing literacy programs. The Library Foundation is a seven-person office with revenues last year of $3.5 million.

POSITION SUMMARY
The Library Foundation’s Office Manager is the steady force who keeps our work moving forward and our office running smoothly. This person’s desk is, quite literally, the hub of our operation. As an integral member of our team, our Office Manager must possess organizational skills beyond compare, and a warm, unflappable disposition. Whether communicating with board members, scheduling meetings, or producing and managing our annual fund mailings, meticulous attention to detail is vital. This individual works closely with each member of our team to ensure that documents are proofed and managed, grammatical errors are caught, numbers align, minutes capture our board’s decisions, mailings are executed with finesse, gifts are accurately recorded, bills are paid, and our database is up-to-date.

PRIMARY RESPONSIBILITIES
The Library Foundation’s Office Manager is responsible for keeping our office running smoothly and supporting all aspects of our work for Multnomah County Library. Key responsibilities include:

Office management:
• Manage all administrative functions, including ordering supplies and managing vendors.
• Proof grant applications, reports, letters and other important communications, using AP Standards.
• Schedule and coordinate logistics for meetings with donors, trustees, library staff and supporters.
• Answer phones, field inquiries about the foundation and welcome guests to our office.
• Manage Board of Trustee communications such as agendas, RSVP’s, meeting packets and set-up.
• Draft minutes of board and committee meetings and other communications to trustees, as needed.
• Assist with accounts payable, expense reimbursements and related financial administration.
• Manage maintenance, repairs and organization of office space, telephone and computer equipment.
• Coordinate office deliveries and manage inventory and materials at our storage facility.

Annual fund and gift processing:
• Execute high volume annual fund mailings with a great attention to detail.
• Prepare and merge donor lists for appeal letters that reach 3,000 donors over an 8-10 week period in the spring and in the fall.
• Process and record gifts daily.

Data management and research:
• Assist in maintaining and updating our Raiser’s Edge database and our website, as necessary.
• Manage all electronic and paper filing to track documents and maintain accurate and thorough records.

QUALIFICATIONS/TRANSFERABLE SKILLS
We will consider relevant work experience, volunteering, education and transferable skills. Please be clear and specific, in your letter and resume, about how your experience is relevant to this position.

• Associate’s degree and four years of administrative support experience in non-profit or related work.
• Impeccable proofing skills for internal and external documents. Knowledge of AP standards preferred.
• Outstanding organizational skills, meticulous attention-to-detail, initiative and problem-solving ability.
• Excellent verbal and written communication skills.
• Thorough knowledge of the principles and techniques of business correspondence.
• The ability to work on multiple projects simultaneously and execute each with great attention to quality.
• Warmth, diplomacy and sound judgment in interpersonal interactions and written communications.
• Skill in developing working relationships with library staff, our board, our supporters and the public.
• Ability to execute an array of complex administrative tasks, set priorities and complete work on time.
• Temperament to work independently, as well as collaborate, to meet deadlines.
• Sound judgement and the ability to problem solve and maintain confidential information.
• Skill in coordinating meetings and small social events with finesse and attention to detail.
• Advanced Microsoft Office Suite skills, especially MS Word and Excel proficiency.
• Experience in electronic document management and calendar management.
• Experience using Raiser’s Edge or other comparable database.
• Flexibility and the willingness to work in a nimble, ever-changing environment.


ADDITIONAL PREFERRED QUALIFICATIONS
• Experience working for causes that serve vulnerable children and families.
• Experience taking notes and minutes at meetings.
• Experience working with InDesign and photo management a plus, but not a requirement.
• Proficiency in Google Docs.


COMPENSATION AND BENEFITS
The Library Foundation is committed to creating a diverse, inclusive, and equitable environment for our staff and our volunteers. We welcome applicants from diverse backgrounds and experiences. We are an Equal Opportunity Employer.

Position is full time with an hourly pay range of $18.00-22.00, depending on skills and experience. We offer a competitive compensation package for a small non-profit, including employer paid medical and dental benefits, paid personal leave and sick leave, transportation benefit and 403(b) retirement plan with employer contributions.

TO APPLY
To apply, email a single PDF that contains: 1. a cover letter not exceeding two pages that summarizes your skills and experience that relate to the qualifications in this job description, and 2. your resume.

Send your emailed PDF to Jamie June at apply@libraryfoundation.org

More information about our work is on our website: http://www.libraryfoundation.org No phone calls please.

Complete details: http://bit.ly/TheLibraryFoundation_OfficeManager