Jefferson County Library Foundation currently has two career opportunities.
1. Full Time Office Coordinator
General Statement of Job
Under limited supervision, the Office Coordinator provides administrative support, research assistance, special events management, grants management, and communications planning and implementation for the Executive Director of the Jefferson County Library Foundation, a 501 (c) (3) nonprofit organization whose mission is to provide fundraising and advocacy for Jefferson County Public Library.
This job requires a professional demeanor, a positive attitude, professional attire and high-level skills in planning, implementing and tracking various projects at the same time; excellent organizational and time management abilities; experience in creating and coordinating a variety of fundraising events; familiarity with volunteer supervision; the ability to effectively communicate, both verbally and in writing, including a working knowledge of electronic communications (email, social media, websites, etc.); exceptional customer service skills and phone manners; plus the ability to provide key administrative support for the Foundation and its Board of Directors.
Key Job Requirements
• High-level organizational, interpersonal and communication skills (both verbal and written).
• Ability to work independently and make good decisions.
• Top-notch and courteous customer service skills in dealing with donors, vendors, Board members and the general public.
• Excellent writing and proofing skills.
• Familiarity in working with and organizing volunteers.
• Experience with special event planning.
• Ability to meet deadlines and handle stressful situations in a productive manner.
• Good computer skills, including competency with Microsoft Office Products, eTapestry database, SignUp Genius and added computer software.
• Working knowledge of social media (Facebook, Twitter, Instagram, etc.), electronic event ticketing, electronic volunteer sign-up and scheduling, and knowledge of WordPress (website management).
• Database experience (eTapestry, Blackbaud, etc.)
• Ability to use graphic design software, such as Canva or InDesign.
• Minimum of a two-year college degree or relevant experience.
• One to five years non-profit experience.
• Able to: sit, stand, bend, walk, drive a motor vehicle and – on occasion – lift between 25-35 lbs.
• Must have a valid drivers’ license.
Essential Job Functions
Provides administrative support to the Executive Director through the organization of tasks and schedules; receives and screens mail, telephone calls, and visitors; sorts and processes incoming documents; works directly with outside vendors to acquire office supplies, services and equipment; records and distributes meeting minutes; researches and answers inquiries; drafts and prepares timely documents, reports, mailing lists and correspondence; and maintains very organized electronic and hard copy files.
Provides administrative support to the Foundation’s Board of Directors: prepares, assembles and distributes materials to the Board on behalf of the Executive Director; prepares announcements of Board meetings in a timely manner and ensures that announcements are distributed and posted widely for public information; coordinates, schedules and prepares set-up and break down of Board Meetings, including providing refreshments; attends Board meetings, taking, composing and distributing minutes; and maintains a file of official meeting minutes.
Handles routine entries and queries in eTapestry database. Is responsible for updating database information and generating mailing lists, compiling and entering volunteer hours and problem solving computer/printer/phone issues in collaboration with JCPL’s IT department.
Works with Executive Director and a contract worker to create timely and appropriate messages on social media (Facebook and Instagram). Also helps to produce blogs, announcements and updates on the Foundation website. The Office Coordinator may also be asked to produce simple graphic designs and layouts for online announcements, event invitations, etc., using Canva, InDesign or other graphic software.
• Serve as liaison to the general public (responding to phone calls, emails, letters, etc.).
• Assist in the receipt of book donations; collecting and recording donor information
• Logging in cash and in-kind donations, managing the donor database
• Assist bookkeeper in managing and monitoring petty cash
• Collecting and distributing the daily mail
• Ordering office supplies; overseeing maintenance of office equipment
• Database management; generating database reports and mailing/emailing lists
• Tracks and records contributions (from individuals, corporations and foundations, gifts in-kind, sponsorships, memorial donations, etc.).
• Prepares gift and sponsor/donor acknowledgements (letters, emails).
• As needed, and in assistance to the Bookkeeper, make weekly bank deposits.
Friends Gift & Book Shop
• Assist the Volunteer Coordinator and Bookkeeper in managing and overseeing the Gift & Book Shop at the Belmar Library.
• Help ensure that Gift Shop volunteers have necessary supplies (labels, stickers, signage, receipts, cash register tape, etc.)
Used Book Sales
• Assist the contract Event Planner and Volunteer Coordinator in producing JCLF’s semi-annual Whale of a Used Book Sales (held at the Jefferson County Fairgrounds).
• Assist in organizing the Friends-only Preview Night (prior to each public sale); may include ordering up or soliciting food/beverage donations, event set-up and clean-up, etc.
• Assist in producing JCLF’s smaller used book sales throughout the year, including: March Madness and two November/December Holiday Book Sales.
• Assist in fundraising and Friends events as assigned, to include: fielding phone calls and collecting ticket fees via phone and online; creating guest lists; organizing seating assignments; assisting in solicitations of prizes/giveaways and auction items; assist Volunteer Coordinator in organizing volunteer efforts (for event registration, decorations, set-up/clean-up, etc.)
• Generate invoices/correspondence to event sponsors and vendors.
• Oversee ticket/table sales and generate electronic reports/monitor sales.
• Creation/design of collateral event materials (hard copy invitations, print programs, save-the-date cards, etc.)
• Assist in coordinating social media, web updates and web postings with Executive Director and social media contractor.
• Assist in preparing the Footnotes print and online newsletter, the annual report and the annual appeal.
• Assist in designing hard copy event invitations, call for volunteers, direct mailings, etc.
• Prepare information packets/press kits.
• Calling for bids on print materials and mailings.
• Preparation of correspondence (thank-you letters, acknowledgements, etc.)
• Ability to send out mass emails to volunteers, donors and supporters using MailChimp, Constant Contact, eTapestry, etc.
• Ability to take down and transcribe comprehensive notes/minutes at monthly Board meetings and (as needed) at Committee meetings.
Work with the Executive Director and the Volunteer Coordinator to help produce the Friends Annual Meeting (January/February) and the annual Volunteer Appreciation Luncheon (July): collaborate with special events committees, maintain RSVP list, produce name tags, assist with decorations/giveaways and other duties as assigned. Provides administrative support to the Friends Council (when needed). Becomes fluent in operation of eTapestry database and creates reports per the request of the Council and Foundation.
PAY AND BENEFITS:
This is a full-time, hourly position (40 hours per week). Starting pay is $18 per hour, and includes benefits (health, dental, vision, short/long term disability and life insurance), plus a generous vacation and PTO package. There is also an opportunity to participate in an employer-matched retirement fund.
On occasion, some evening and weekend work will be required.
Send a cover letter and resume, along with one writing sample, via email to the Jefferson County Library Foundation, email@example.com. No phone calls, please.
2. Volunteer and Friends Coordinator
This part-time (10-20 hours per week) non-benefited position is responsible for recruiting, planning, organizing and managing the volunteer programs associated with the Jefferson County Library Foundation’s warehouse, fundraising events, used book sales, committees, and management of the Belmar Library Gift & Book Shop. This position also manages the Friends of the Library membership organization, and oversees the Friends Gift & Book Shop at the Belmar Library in Lakewood.
1) JCLF Volunteer Program
• Oversees volunteer recruitment and training programs for all JCLF volunteers.
• Maintains updated records on all volunteers for staff and annual reporting for tax purposes.
• Regularly records volunteer hours.
• Works with Event Planner on volunteer recruitment, placement and logistics for the bi-annual Whale of a Used Book Sale in June and October.
• Assists Warehouse Coordinator in recruiting and organizing for warehouse book sorting, holiday sales and other in-library “pop-up” sales.
• Assists Executive Director and Office Coordinator in recruiting volunteers for fundraising special events (gala dinners, beer tasting events, tea parties, etc.).
• Solicits donations of food/beverage for volunteers at specific events (such as the Whale of a Used Book Sales).
• Sets up and participates in volunteer meetings, trainings and volunteer recognition events.
• Management of volunteers at retail location in Belmar library; oversees sales and services at the Gift Shop.
• Reports to Executive Director on volunteer activities as needed.
• Ensures that all volunteers have acquired and passed background checks, and have completed their applications, emergency contact forms, waivers, etc.
• Recommends and develops ongoing volunteer training and utilization.
• Develops and implements JCLF’s volunteer recognition events.
• Participates in local volunteer fairs and volunteer recruitment events.
• Provides volunteer and Friends recruitment presentations to service clubs, employee groups, etc.
• Assists the Executive Director in reviewing and updating the volunteer training manual.
2) Organizes, manages and oversees the Friends of the Library membership organization.
o Oversees the year-round membership program.
o Establishes the Friends Council governing group.
o Provides public presentations to encourage and increase Friends memberships and attendance at Friends-sponsored events.
o Designs and implements special events (luncheons, appreciation events, focus groups, etc.) to promote Friends membership.
o Creates new membership levels and perquisites for corporations and organizations.
o Develops and implements overall plans for growing the Friends membership organization.
3) Manages the Friends Gift & Book Shop oversight (the Gift Shop is located in the Belmar Library)
• Serves as the Foundation’s point of contact for all gift shop volunteers.
• Recruits, schedules, and oversees the training of at least 24 volunteers for a 6-day, weekly operation.
• Develops and maintains a key corps of volunteers who assist in merchandising, pricing, training, buying and financial reports.
• Reviews training and book pricing guidelines annually.
• Along with the Friends Council representatives, serves as a buyer for gift inventory; 2-3 annual trips to Denver Mart with majority of buying at the Gift Expos in February and August.
• Conducts phone and online merchandise orders and payments.
• Assesses and helps the Office Coordinator purchase Gift Shop supplies.
• Troubleshoots any difficulties at the Gift Shop.
• Organizes merchandising and display of books and gifts; plans quarterly promotions.
• Cash handling; review weekly financial reports (in collaboration with the JCLF Bookkeeper).
• Provides backup to volunteers in all aspects of the Gift Shop including opening and closing the shop, sorting/pricing donations, weekly bookkeeping, promotional activities.
• Provides assistance to the JCLF Bookkeeper, as needed, for weekly sales deposits.
Exceptional communications abilities.
Collaboration and teamwork skills.
The ability to lead and manage a corps of up to 300 volunteers.
High-level organization and time management skills.
Public speaking experience.
Excellent problem-solving and negotiation skills.
Ability to recruit and retain volunteers.
Effective teaching/training skills.
Experience in cash handling and retail sales.
Familiar with current technology equipment.
Familiar with electronic communications methods (social media, e-blasts, e-newsletters, etc.)
Database management experience.
3-5 years’ experience managing volunteers in a nonprofit environment.
This position has no direct staff supervisory responsibilities, but does supervise the entire volunteer force.
This job operates in a casual yet professional office environment, off site venues and outside event areas in various weather conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, machines.
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.
While performing the duties of this job, the employee is frequently required to stand; walk; use hands and arms, see, hear and speak. The employee must frequently lift and/or move objects up to 10 pounds and occasionally lift and/or move objects up to 25 pounds. Must have a valid drivers’ license and vehicle.
The Volunteer and Friends Coordinator will be required to have a working knowledge of the internet, electronic equipment (computers, cell phones, copy machines, etc.), and an understanding of various software applications. This Coordinator will be required to enter and track volunteer information in eTapestry database and will need to be familiar with online volunteer registration applications, such as SignUp Genius.
Position Type and Expected Hours of Work
This is a part-time, hourly, non-benefited position for approximately 10-15 hours per week. Longer hours may be required when JCLF is producing large events, such as the semi-annual Whale of a Used Book Sales.
JCLF offices are open Monday through Friday, between 8:30 a.m. and 5 p.m. Specific work hours for this position are based on volume and time of year, and depending on immediate needs and events taking place. Some evening and weekend work may be required as job duties demand. Work hours are flexible and can include working from home.
Some evening work may be expected for events and Foundation meetings.
The job is located in the office of the Jefferson County Library Foundation in Wheat Ridge, CO.
Travel is primarily local in the office (located in Wheat Ridge) and in the Jefferson County area, during the business day.
Required Education and Experience
Two-year or four-year degree in social sciences, communications, nonprofit management, or related field.
Three years or more of successful work experience in this or a related field.
Preferred Education and Experience
Prior experience as volunteer coordinator for public or nonprofit employer.
Prior experience creating and implementing volunteer programs and training.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
PAY AND BENEFITS:
This is a flexible, part-time, hourly position (10-20 hours per week), with no benefits, at $20 per hour.
Send a cover letter and resume via email to the Jefferson County Library Foundation, firstname.lastname@example.org. No phone calls, please.