Berkeley Public Library Foundation

Job Opening – Program Assistant

Organization Description

Libraries connect us, build our community, expand our world, and change lives. The Berkeley Public Library Foundation is a nonprofit organization that raises funds to complement the public’s investment in its community libraries and sustain and grow the excellence of the library’s buildings, services, collections and programs.

For more information, visit www.bplf.org.

Position Summary

The Program Assistant ensures the smooth administrative functioning of the Foundation’s operations. Responsibilities include day-to-day administrative assistance to the Executive Director, event coordination, donor relations and reporting, light bookkeeping duties, and management of our database and website. This position is supervised by the Executive Director, collaborates with the Bookkeeper, and works with consultants and volunteer leaders as needed.

Essential Functions and Responsibilities

Perform routine administrative tasks, such as correspondence, responding to requests for information, scheduling internal and external meetings and events, answering phone, data entry and light filing.
Provide administrative support for special events, bulk mailings, and solicitations.
Assist with execution of donor appeals and follow-up; maintain donor records, issue timely gift acknowledgements. Generate invoices for pledges and other types of financial/analytical reports as requested.
Assist with on-line and print communications, includes but not limited to social media, website editing, organizing and coordinating mailings of program materials to support Foundation’s events and activities.
Assist with development and maintenance of master time lines with attention to event details, proposal submissions, and campaign deadlines.
Prepare, submit and track paperwork for checks, process invoices, coordinate weekly accounts payable information for monthly reconciling, create financial reports, and file tax documents.
Produce materials and arrange logistics for monthly board meetings. (E.g. proactively coordinate board packets and production, secure space, attend meeting, and take minutes)
Special assignments and tasks as assigned by Executive Director.

Core Competencies – Knowledge, Skills, and Abilities

Detail oriented and extremely well organized.
Ability to take direction; work independently, and as a team member.
Self-starter, energetic, with a sense of humor.
Strong customer service skills, friendly, clear and professional communication skills (both verbally and written)
Ability to work with multiple individuals with diverse leadership styles.
Ability to prioritize well on time-sensitive projects; ability to balance competing priorities.
High professional standards and expectations.
Good judgment and an ability to exercise discretion.
Excellent organizational skills and attention to details; can organize and keep others organized.
Enthusiasm for BPLF mission and programs.
Flexibility with regard to occasional weekend or evening event work, available for monthly Wednesday evening board meetings.

Education and Experience

College graduate and a minimum of 2 years relevant experience.
Demonstrated ability to work independently and as part of a team.
Experience working within diverse professional populations.
Proficiency in MS Office applications required (Word, Excel, PowerPoint, Outlook).
Demonstrated verbal and written communication skills.
Ability to update websites (WordPress) and manage social media sites.
Demonstrated experience in adjusting and anticipating the needs of an Executive, as well as events and projects.
Non-profit experience desired; background in events planning and/or development a plus.
Able to pass a background check.
Experience working with budgets and financial documents, working knowledge of credit card transactions, general bookkeeping practices and procedures. (QuickBooks a plus)

Work Environment and Physical Demands

Essential functions are typically performed in a shared office space at the Central Library. Up to 6 hours per day spent at computer, sitting, talking, keying and/or listening. Adjustable standing desks provided. Moving, reaching with hands and arms will be required. Occasional stooping, kneeling, crouching or crawling and lifting up to 25 pounds. During special events work is performed at other venues including, but not limited to, branch libraries, restaurants, private homes, and theaters. Travel normally requiring a valid driver’s license throughout East Bay.

Application Instructions

Only candidates who meet the qualifications will be considered. Applicants MUST INCLUDE A COVER LETTER EXPRESSING YOUR PARTICULAR INTEREST IN WORKING FOR THE BERKELEY PUBLIC LIBRARY FOUNDATION AND HOW YOU MEET THE QUALIFICATIONS FOR THIS JOB. Also, provide at least 3 current references. Please submit your complete application to jobs@bplf.org. Subject line of email should read “Program Assistant – (Your Name).” No phone calls please! Applications will be received until the position is filled.

Equal Employment Opportunity

The Berkeley Public Library Foundation is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, medical condition or any other characteristic protected by law.

Reports to: Executive Director

Work Schedule: 30 hours per week, occasional evenings and weekends.

Status and Compensation: Regular Non-Exempt, Part-Time, hourly rate $23 with benefits, paid holidays, vacation, parking, plus training and development opportunities.
‘How to apply

Only candidates who meet the qualifications will be considered. Applicants MUST INCLUDE A COVER LETTER EXPRESSING YOUR PARTICULAR INTEREST IN WORKING FOR THE BERKELEY PUBLIC LIBRARY FOUNDATION AND HOW YOU MEET THE QUALIFICATIONS FOR THIS JOB. Also, provide at least 3 current references. Please submit your complete application to jobs@bplf.org. Subject line of email should read “Program Assistant – (Your Name).” No phone calls please! Applications will be received until the position is filled.