EXTERNAL RELATIONS & DEVELOPMENT ADMINISTRATIVE COORDINATOR

Description

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 financethird-parties to ensure accurate record-keeping.
  
  

Additional Responsibilities:

• Act as a liaison between other departments or external stakeholders.
• Handle sensitive and confidential information with discretion and integrity.
• Prioritize and manage multiple tasks and deadlines efficiently.
• Other duties as assigned.
  
  

To Apply; please attach a current/updated resume and CV

EXTERNAL POSTING OPEN UNTIL FILLED