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The Library Foundation

The Library Foundation is a nimble, fast-paced development organization that expands 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 helping the library reach our increasingly diverse community and level the playing field for children through life-changing literacy programs. The Library Foundation is a seven-person office with revenues last year of $3.5 million.

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 have strong organizational skills, and a warm, unflappable disposition. Whether communicating with board members, scheduling meetings, or executing 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, 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.

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:
• Schedule and coordinate logistics for meetings with donors, trustees, library staff and supporters.
• Manage office functions, including ordering supplies and managing vendors.
• Proofread grant applications, reports, letters and other important communications, using AP Standards.
• Coordinate communications with our board such as agendas, meeting packets, invites and RSVP’s.
• Draft minutes of board and committee meetings and other communications to trustees, as needed.
• Answer phones, field inquiries about the foundation and welcome guests to our office.
• 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:
• Manage and execute two large-scale annual fund mailings each year with great attention to detail.
• Merge, print and assemble letters that reach 3,000 supporters over a 10-week period twice a year.
• Process and record gifts daily.

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

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 administrative support experience in non-profit or related work.
• Outstanding organizational skills, problem-solving ability and meticulous attention-to-detail.
• Strong verbal and written communication skills.
• Knowledge of current best practices in business correspondence.
• Excellent proofing skills including grammar, spelling, formatting and numbers.
• Warmth, diplomacy and sound judgment in interpersonal interactions and written communications.
• Ability to execute an array of complex administrative tasks, set priorities and complete work on time.
• Initiative to work independently, as well as collaboratively, to meet deadlines.
• Advanced MS Word and Excel skills, electronic document management and calendar management.
• Flexibility and the willingness to work in a nimble, ever-changing environment.
• The ability to maintain confidential information.

Please let us know if you have these additional qualifications or related experience in these areas:

• Experience working for a non-profit, particularly one that serves vulnerable children and families.
• Experience taking notes and minutes at meetings.
• Experience using Raiser’s Edge (or any other comparable database), InDesign or Google Docs.
• Knowledge of AP standards or any other proofreading standards.

The Library Foundation is committed to creating a diverse, inclusive, and equitable environment for our staff and our volunteers. We encourage 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 and benefit package, 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, email a single PDF that contains: 1. a cover letter not exceeding two pages that summarizes your skills and experience as they relate to the qualifications in this job description, and 2. your resume.

Send your emailed PDF addressed to Jamie June at gro.noitadnuofyrarbilnull@ylppa

More information about our work is on our website: No phone calls please.

To apply for this job email your details to

☆ Dont forget to tell your interviewer that you heard about this opportunity from the Urban League of Portland ☆