Operations Administrator

The Library Foundation for Sarasota County is seeking to immediately fill an Operations Administrator position.  This position offers a flexible schedule of 30-35 hours per week.

The Library Foundation for Sarasota County was established in the belief that great communities deserve great libraries.  Founded in 2011, the Foundation is a non-profit organization that raises private donations to supplement tax support to keep our libraries strong, innovative, and accessible to all. We work closely with the Sarasota County Library System, the county’s Library Advisory Board and with the various Friends’ organizations at each library branch. We focus on ways to enhance the library system for everyone in Sarasota.

The mission of the Library Foundation for Sarasota County is to champion strong public libraries, support innovation and help to extend the library system’s reach for everyone in Sarasota County. Our goals are to:

• Raise public awareness of the importance of our libraries

• Generate private sector financial support to complement public tax funding

• Be a proponent for issues that promote the viability of our library system

Learn more about us at SarasotaLibraryFoundation.org.

Position Overview

The Operations Administrator reports directly to the Executive Director to perform administrative, financial, development, communication, and technical support duties for the organization. This position plays an important role in creating a professional, well-run organization that responds promptly to the needs of donors, staff, volunteers, the Executive Director and the Board.  This role serves as the primary contact for all technical and system related processes. Working primarily with the Foundation staff, this position also interacts with the finance bookkeeper and board members, as needed. This position requires someone with superior analytic, administrative, organization, data management, technical and process skills.

Data and Constituent Management

Manage, update, and use multi-capabilities of a donor database (Bloomerang) to support donor development, solicitation, and stewardship. Meet industry standards for overall data hygiene and individual record integrity.
Maintain the organization’s Data and Procedures Manual. Create and run complex reports, mailing lists, and exports to support fundraising and outreach efforts on a routine and as needed basis. Responsible for weekly, monthly, and annual donor database maintenance and reporting.
Collaborate with staff to track and report on fundraising progress, donor trends and analytics.
With the guidance of the Executive Director, review, update, and correct donor database and develop systems for ongoing data management/processes.
Work with the Executive Director to recommend and implement database process improvements to best serve Library Foundation constituents and meet strategic fundraising goals.
Provide technical support, maintain best practice documentation, and train other staff to enhance end-user proficiency.

Gift Entry and Financial Reconciliation

Complete daily gift entry – including gifts received by mail and one-time and recurring credit card gift processing – in a timely and accurate fashion, enabling organization to reliably track revenue, annual performance and moves management efforts.
Acknowledge donor gifts appropriately and expeditiously, accurately code gifts in donor database.
Coordinate with Bookkeeper to ensure gift data is coded properly and reconciles each month and at year-end.

Development and IT

Manage online campaign integration with the donor database.
Working with the Executive Director, create new campaigns, appeals and events in donor database.
Oversee and manage the donor transactions related to events, including sponsorships, ticket sales, event donations; generate acknowledgement for event support.
Track donor interactions on donor records in Bloomerang.
Help coordinate and send communications through the database.
Coordinate overall computer, telecommunications  and printer equipment needs for the organization; trouble shoot issues as needed.
Update and maintain Foundation’s profile on Giving Partner, GuideStar and Charity Navigator.

Administration

Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
Provide administrative support, including scheduling and organizing meetings, taking minutes, doing research, and creating reports.
Support the Executive Director and the Board by preparing and sending board and committee meeting information.
Prepare materials for advocacy volunteers.
Manage inventory for marketing materials and office supplies.

Qualifications

Passion for libraries
BA or BS degree or commensurate experience
3-plus years database and administration experience, non-profit setting preferred but not required
Ability to investigate, analyze, and synthesize large qualities of data into a user-friendly and concise format for staff and volunteers.
Demonstrated excellence in the management and administration of donor-related management systems and software, including database, communication, donor, and event management programs, or similar system integrations with data.
Aptitude for communicating technical information to non-technical team members.
Proven ability to manage and maintain confidential information.
Excellent technical skills including Microsoft Word, Excel, PowerPoint, and Adobe Acrobat
Interest in and ability to quickly learn new technologies,  i.e. Bloomerang, Squarespace and Canva.
Superior organizational skills: ability to work collaboratively both in-person and remotely.
Ability to work in a deadline driven environment, managing multiple projects simultaneously with a high degree of accuracy and attention to detail.
A demonstrated track record of exemplary internal and external customer service, including superior analytical and problem-solving skills and a strong ability to work well with others and across departments.
Detail oriented, highly organized; able to set and meet goals and deadlines and to produce accurate work.
Courteous and respectful of Board members, donors, government officials and other staff.
Flexibility – to multi-task, to step in to represent the foundation as needed.
Operational fundraising experience a plus.
Transportation to pick up mail at the Foundation’s PO Box.

The Library Foundation for Sarasota County is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, donors, supporters, guests, and members of our community.