The Seattle Public Library Foundation

80 hours per pay period

Pay Rate: Depending upon Experience

Applications must be received by 5:00 p.m. on Tuesday, January 19, 2016

Overview

The Seattle Public Library is proud to be one of the nation’s premier public library systems. Part of its success is owed to the dynamic and committed Library Foundation which is a separate 501(c) 3 established in 1980 to enhance the Library above and beyond what tax-based funding provides.

Since its founding, The Seattle Public Library Foundation has raised more than $125 million for the Library to support building new and revitalized libraries, provide programming for people of all ages, expand the Library’s collections and provide services for those with special needs, such as the disabled, immigrants, and refugees.

The Foundation is seeking a motivated individual who is looking to be part of a dynamic and professional development team, wants the opportunity to work with a high profile volunteer board and is passionate about libraries and what they mean to society.

This Administrative/Office Support position for The Seattle Public Library Foundation serves as a hub within the Development Office and provides administrative support for the business needs of the full department and primary support to the Executive Director. Primary duties include overseeing office operations, assisting with acquisition and use of relevant administrative information and acting as the primary liaison to the Foundation Board and general public. Support includes: composing correspondence, scheduling appointments, coordinating and ordering needed office supplies for the Development office, maintaining the Executive Director’s and department calendars, meeting coordination, responding to donors and board members questions and providing assistance in person and by phone to the public and officials. This position will work on special projects and programs as needed. This staff member must be a team player and enjoy working with a variety of people and communication styles, and must be able to and comfortable with frequent interruptions, along with multi-tasking.

This Administrative/Office Support position uses automated systems, including: calendaring, word processing, spreadsheet, Raiser’s Edge donor database, and other software, to support operations, financial and administration management of the Development Office. This position will work with confidential information regarding staff, donors, members of boards and charitable foundations and funding organizations. This position ensures the timely and appropriate flow of information and access to and from Department staff.

Essential Duties

Perform support functions for the Development Office and primary support to the Executive Director, such as managing calendars, organizing and maintaining records and filing systems; monitoring and purchasing supplies.
Provide for department communications by composing and producing correspondence, reports, proposals, minutes, informational materials, and official documents in final form.
Contribute to the efficient and effective operation of the department by performing administrative support, such as preparing reports; scheduling meetings and appointments; routing correspondence and information; maintaining current business records and responding to incoming queries. These roles require the ability to evaluate the urgency, sensitivity and confidentiality of the request for information or for the need for access to the Executive Director or other Foundation staff.
Provide support for the Foundation Board and committees; including scheduling dates and rooms for meetings, taking meeting minutes, maintaining Foundation Board records.
Contribute to the professionalism of the department by recognizing and responding appropriately to situations requiring tact, confidentiality, discretion and initiative as well as exercising excellent judgment and discretion in handling highly confidential and sensitive materials and information.
Contribute to efficient and effective operation of the department by providing clerical and administrative support, such as organizing and maintaining files, monitoring and ordering supplies, and processing purchases; and by providing for the effective use of automated office systems.
Contribute to the efficient and effective operation of the department by assisting with the administration of projects and administrative services.

Minimum Qualifications

High School Diploma or GED is required. Associate’s degree or two years of college coursework in business, liberal arts or related field or equivalent experience/education is preferred. Bachelor’s degree is preferred.
Minimum of four (4) years of experience providing administrative support to several individuals in a work group or department, including providing support for executive-level managers directly. Experience in an administrative capacity for a not-for-profit, donor relations organization is highly desirable.
Proficiency with Microsoft Office, including advanced proficiency with Word, PowerPoint, and Outlook that includes the demonstrated ability to do complex mailing functions, utilizing spreadsheet relationships and formulas, developing presentations in PowerPoint, and managing complex calendaring functions. Superior and accurate data entry skills are required. Knowledge with Raiser’s Edge donor database software or other relational database used to track donor information is highly desirable. Familiarity with Microsoft SharePoint preferred.
Excellent oral and written communication skills, including proofreading, editing and document production skills. The ability to apply written and verbal instructions into daily work and to correctly interpret and adhere to policy and procedure and the ability to communicate effectively, verbally and in writing, with staff, the public and volunteer leadership.
Demonstrated experience recognizing and responding appropriately to situations requiring tact, confidentiality, discretion and initiative. Ability to exercise excellent judgment and discretion in handling highly confidential and sensitive materials and information.
Experience gathering and preparing reports and data regarding program information and fiscal information.
Superior problem solving and analytical skills. Must be able to analyze issues, assess situations, gather relevant information, make recommendations, and initiate appropriate actions according to policy or department procedure.
Ability to plan, organize, and prioritize regular work responsibilities and work delegated by others in the department, to work under pressure with interruptions, and monitoring contributions from others in the department to your work. Being comfortable and able to organize and handle multi-tasking ongoing combined with frequent interruptions is essential.
Experience in basic methods of project and program management.
Membership in such organizations as IAAP or the equivalent is highly desired.

How to Apply

To be considered for this vacancy candidates must submit an application via http://spl.jobs/1PQQPNC and include:

A Cover Letter describing how your qualifications and experience meet those required for the position
Resume

All application materials must be received by 5:00 p.m. on Tuesday, January 19, 2016.

Note: The official classification title for this position has yet to be determined. This is a full-time, non-exempt, benefited position. Candidates must be available to work 8:00 a.m. – 5:00 p.m. Monday through Friday. This classification is not represented by a bargaining unit.

If you have questions about this bulletin or general questions regarding employment at the Library, please call 386-4121 or email jobapplications@spl.org

THE SEATTLE PUBLIC LIBRARY PROUDLY PROMOTES DIVERSITY IN EMPLOYMENT.

If accommodations are needed during the selection process, please let us know.