EXTERNAL RELATIONS & DEVELOPMENT ADMINISTRATIVE COORDINATOR

HOURS: Minimum of 37.50 hours per week.

BARGAINING UNIT: Non-Bargaining Unit

PAY RATE: Pay Grade 4 ($49,650.00)

LOCATION: Louis Stokes Wing

EXTERNAL POSTING OPEN UNTIL FILLED

Cleveland Public Library strives to be the driving force behind a powerful culture of learning that will inspire Clevelanders from all walks of life to continually learn, share, and seek out new knowledge.

The successful applicant will be a self-directed professional with a strong work ethic, a collaborative work style, and the skill set to thrive in a welcoming service environment for patrons and staff.

JOB SUMMARY:

This position is responsible for providing comprehensive and broad administrative support for the department.

JOB REQUIREMENTS:

Education: High school diploma; associate degree preferred.

Experience: Minimum five years project management or administrative experience in public administration, corporate, or nonprofit environment.

Experience working in a fast-paced environment supporting one or more executives.

Technical Expertise:

Excellent project management skills.
Proficiency in MS Office or similar software is required.
Bookkeeping experience.
Experience working at all levels within an organization is required.
Working with community leaders, public officials, donors, and other community stakeholders is required.
Experience in governmental budgetary principles, practices and procedures preferred.
Experience in public library, public-sector, and a union environment is preferred.
Experience working with volunteers preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Evaluation of this position is based primarily on performance of the following essential functions, which include, but are not limited to:

Administrative Management:

Manage, schedule, coordinate, and organize Chief and departmental meetings, both internal/cross functional, and external; manage departmental calendar.
Research, compile, and organize information for meetings, presentations, and reports; prepare meeting agendas, distribute materials, and take accurate meeting minutes.
Prepare and maintain important documents, correspondence, and reports.
Create, edit, and format professional documents, such as elected official letters, PowerPoint presentations, info-graphics, etc.; ensure accuracy and adherence to branding standards.
Coordinate meeting logistics, including room bookings, equipment setup, and catering arrangements; work with appropriate staff to troubleshoot technology before meetings.
Follow up and complete action items resulting from meetings by stated deadlines.

External Relations Support:

Maintain records, databases, and files related to government affairs activities; maintain accurate records of interactions with government officials and agencies.
Compile data, information, and statistics for the preparation of external relations reports and presentations; conduct research on legislative, regulatory, and policy issues relevant to the Library.
Provide assessments and summaries of legislation and policy matters that impact the Library.
Maintain effective communication with external stakeholders, internal departments, and government agencies.
Assist in organizing events and meetings related to government affairs.
Prepare and submit government filings and documentation, as necessary.

Fundraising Support:

Assist in coordinating fundraising activities, including donor communication and cultivation efforts.
Prepare materials for grant and donation acknowledgment.

Track and maintain departmental fundraising records (i.e., award letters, pledge receivables, etc.).
Collaborate with the chief and fundraising team to strategize and plan Library fundraising campaigns.
Address donor/funder requests.

Board Support:

Prepare meeting materials, agendas, and minutes for board meetings.
Coordinate logistics for board meetings and ensure all necessary resources are available.
Liaise with board members, handle correspondence, and maintain effective communication.

Bookkeeping:

Oversee financial administration using Raiser’s Edge, QuickBooks, and Excel in collaboration with key staff. (e.g., Chief, accounting team). Responsibilities include managing fundraising records, receivables, payables, and expense reporting; maintaining accurate financial records; tracking budgets; and reconciling accounts to ensure fiscal accountability and transparency.
Communicate and collaborate with finance third-parties to ensure accurate record-keeping.

Additional Responsibilities: