Operations Manager – The Institute Library (New Haven Young Men’s Institute) – New Haven, CT

Background, Mission, and Focus

The Institute Library is an historic membership library located in New Haven’s Ninth Square Historic District. Founded in 1826 by eight young apprentice laborers, and coeducational by 1835, the Library’s historic mission is “mutual assistance in the attainment of useful knowledge.” It is one of 16 remaining member-supported libraries in the United States, and the only such library in Connecticut.

In 2011, the Library turned from its 100-year inward focus and recommitted itself to the educational and cultural life of New Haven through new on-site programs and community outreach. Today, the Library hosts innovative programs including interviews, classes, a gallery, and literature discussions, and is a home for community members from high school students, to retirees, to the 21st century nomadic worker who needs a quiet place to plug in a laptop and do research. The Institute Library uses a unique cataloging system and maintains a card catalog. It is currently engaged in a long-term campaign focused on the preservation, accessibility, and sustainability of its 137-year-old building.

Our Culture

The Institute Library is an old organization that is learning its way in the modern non-profit, educational world. We combine a love of history and old technologies with a drive to reach today’s passionate learners and explorers. To ensure our organization thrives for another 190 years, we must be a creative community that is committed to action and problem solving, and we must build our community. If you are a person who values history, likes learning, and enjoys working with and empowering volunteers, then you will find a rewarding professional home at the Institute Library.
Position

The Institute Library is seeking an Operations Manager to work with the Executive Director, who oversees the facility, programs, and fundraising of the organization. The Operations Manager will have strong organizational skills and a love of history and community, and will both manage the administrative tasks of the organization and play a supporting role to the many ongoing projects and strategic initiatives that the Institute Library is implementing.

Required Education and Experience

Bachelor’s degree preferred; Minimum of 2-3 years of professional experience in an office setting required.
Position Focus and Essential Duties:

The Operations Manager will work independently and/or assist the Executive Director, Library Administrator, Board of Directors, Library volunteers and other staff in the following areas:

Office systems. Develop, strengthen, and maintain office systems that ensure that key information is effectively recorded, filed, and organized; office communication systems are in place; and volunteers and staff are trained regarding systems.
Office procedures. Maintain a filing system; create and maintain written “policies and practices”; ensure volunteers and staff are trained regarding procedures.
Empowerment/delegation. Work with and delegate tasks to volunteers to ensure smooth operation of Library programs and facility.
Bookkeeping/financial. Work with Executive Director and professional bookkeeper to manage accounts receivable and payable.
Grant administration and writing. Assist with compliance with qualitative and quantitative reporting requirements. For targeted grants, assist with application process.
Database management. Manage the Institute Library’s donor, volunteer, and contact databases. Free training is available for Donorsnap; candidate must be willing to ask questions, utilize training resources, teach her or himself, and maximize system including through delegation of discreet tasks to volunteers.
Communications. Assist with the Institute Library’s communication strategy, including by utilizing social media such as, but not limited to, Facebook, Twitter, websites, and e-mail, and utilizing web-based community calendars. (Experience with WordPress, Eventbrite, and Mailchimp a bonus.) Assist with brochures and outreach material.
Event planning. Coordinate planning of fundraisers, including by mobilizing volunteer committee members.
Liaison and Representative. Assist as needed with out-of-library events including fundraisers; provide tours of Library; attend and in some cases lead meetings of stakeholders both internal and external.
Other operations issues that arise. Responsibilities will vary; specific tasks assigned as needed to address the changing needs of the organization.

Required Skills and Abilities

The Operations Manager must demonstrate the following skills, experience, and expertise:

People management. Must be able to train and utilize volunteers, and lead groups of volunteers.
Communication and interpersonal. Proficiency in oral and written communication; ease of working with volunteers and Library patrons.
Organizational and financial. Reliable and responsible. Must have a can-do attitude toward work, with a creative approach to solving problems. Must be able to work independently.
Office systems. Ease with managing documents in Google Docs, Dropbox, Adobe, Microsoft Office Suite or equivalent. Expertise in managing database systems.
Passion for education and history.

How to apply

Please send a cover letter and resume to Executive Director, Natalie Elicker, nelicker@institutelibrary.org with “Operations Manager” in the subject line.

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