Job Description

The Administrative Assistant serves as a key representative of the Library of Michigan Foundation, with direct responsibility of serving the Executive Director and the Foundation Board of Directors. This individual will embrace the Foundation’s mission and vision to raise awareness and funds to support the Library of Michigan and the Library of Michigan Foundation.  The associate will be a valued part of the development team, demonstrating the highest level of professional actions and personal integrity. In addition, the associate will manage the organization’s data records.

This part-time position will work up to 25 hours per week. The position will work primarily in the office until the job is well understood at which time some virtual hours may be an option. A consistent work schedule to be established, with flexibility as needed.

 The administrative associate is integral in ensuring that office operations run smoothly and are compliant with appropriate 501c3 regulations.

 Essential Duties

  • Provides overall administrative support for Executive Director.

  • Works closely with the Executive Director to develop and implement successful fundraising campaigns to support the achievement of foundation goals; attends events and activities as needed.

  • Actively uses the Foundation’s database to track and prepare lists and reports about donors and prospects to support donor outreach strategies. Research donors as needed.

  • Prepares and distributes materials for Board of Director committee and subcommittee meetings, i.e., agendas, minutes, attendance, and maintenance of board documents and records.

  • Coordinate and schedule meetings via zoom and/or MS Teams.

  • Assists in the development of donor centric tools, i.e., giving calendar, online giving platforms, etc.

  • Prepares donor communications, including thank you letters, appeals, electronic outreach.

  • Assists in preparation and submission of relevant grant proposals and opportunities.

  • Serves as point of contact for the organization, i.e., phones, website inquiries, etc.

  • Performs general administrative support, as needed, i.e., photocopying, mailings, purchases/maintains office supplies, maintains office equipment, retrieves offsite & onsite mail, scans checks, deposits, maintains electronic and physical files, etc.

  • Additional duties as assigned.

Work Experience Preferred

  • Experience managing a donor data base

  • Experience managing social media

  • Experience with Squarespace and website management

  • Experience working in a non-profit (501c3) and/or a foundation setting

  • Experience working in a library

 Specialized Knowledge and Skills

  • Ability to work effectively with diverse individuals in a way that engenders trust and confidence.

  • Understanding of fundraising principles and strategy.

  • Initiative to work independently, effectively, and efficiently while managing multiple priorities.

  • Strong interpersonal, verbal, and written communication abilities.

  • Strong judgement and decision-making ability to think on one's feet, evaluate relevant information, recognize alternatives, and reach logical conclusions based on information available.

  • Ability to coordinate information, assist in planning projects, establish, and carry out defined priorities while remaining focused on plans, goals, and outcomes.

  • Strong analytical skills and high level of attention to detail and accuracy.

  • Ability to work well within a small team environment as well as independently.

  • Proficiency in Keela and/or similar donor centric data base system.

 Education

  • An associate degree and/or demonstration of equivalent skills in marketing, public relations, communications, nonprofit management, or related field.

 Certain candidates may be eligible for benefits including:

  • Paid Time Off

  • Michigan Paid Sick Leave

  • Flexible schedule

  • State of Michigan provided laptop + IT support

 Compensation:

  • $20/hour, up to 25 hours/week anticipated with some variability annually.

 Essential Functions of the Job: In the course of performing this work, an employee must be able to:

  • Engage in logical reasoning, interpreting and responding.

  • Adjust conversation style to accommodate diverse audiences.

  • Lift up to 25 lbs. periodically.

  • Bend, reach, push, and pull.

  • Use computers, keyboards, phones, and other office equipment effectively to perform job duties.

  • Communicate effectively verbally and in writing with colleagues, clients, and other stakeholders in person, on the phone, via video conference software, and via chat and email.

  • Read and understand written documents, emails, reports, and instructions relevant to job responsibilities.

  • Sit for prolonged periods looking at computer screens reading and interpreting data and creating/modifying documents.

  •  Arrange transportation, drive, walk lengthy distances, up to 10% of the time.

  • Organize tasks, manage time efficiently, and prioritize workload to meet deadlines.

  • Move within the home office and office environment and adjust to different workstations, along with the ability to maintain proper ergonomic posture while performing tasks.

 To Apply:

Submit cover letter and resume by email, no later than March 28, 2025, to Sarah Shaw, Executive Director of the Library of Michigan Foundation, at ShawS21@michigan.gov.

 Pre-Employment Requirements:

All offers of employment at the Library of Michigan Foundation are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates and on all employees who are promoted, as deemed necessary. 

 

The Library of Michigan Foundation is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.