New

Administrator for Friends of the Libraries

University of Wisconsin Madison
$60,000 ANNUAL (12 months)
United States, Wisconsin, Madison
21 North Park Street (Show on map)
Apr 11, 2025
Job Summary: Reporting to the Director of Advancement and Communications, this position provides a mix of work responsibilities, supporting both a volunteer organization with its mission to bring visibility to the Libraries as well as contributing to the advancement/fundraising efforts for the UW-Madison Libraries. Those who are interested in a dynamic workplace where tasks change from day-to-day are encouraged to apply. The primary focus (60% or 24 hours per week) of this position is to provide administrative leadership and even coordination for Friends of the Libraries, a volunteer organization that works to enhance outreach for UW-Madison Libraries through special events, grant programs, and other activities. This includes coordinating and staffing the Friends of the Libraries Book sale twice a year, planning large-scale events, administering scholarly grants, communications, and supporting the Friend's Board of Directors with monthly meetings, budget preparation, and financial management. This position will also play an essential role in the newly created advancement and communications team. This work may include donor relations, coordinating special events, communications, and administrative and financial support for the team. Responsibilities: Manages a program and/or programmatic activities. Initiates, develops, and implements operational services that support a defined project, program, work unit, or function to advance program goals and objectives. May supervise staff and/or approve unit expenditures. 15% Plans, implements, executes, and evaluates existing strategies and objectives for a program and makes recommendations to unit leadership for program or function enhancement 5% Identifies workflow needs, contributes to the development of strategic and operational solutions, allocates resources, and implements new or revised unit operational policies and procedures 35% Schedules logistics and secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications 10% Leads the development and preparation of periodic reports and financial statements, and records progress, status, or other special reports for leadership or external agencies 10% May assist in the development and monitoring of the unit or program budget and approve unit expenditures 20% Contributes to the preparation of proposals for funding and/or funding continuation from outside sponsors 5% Elevates visibility of events and promotes the successes of the Friends organization and the Libraries through marketing and communication channels Tasks: Provides administrative leadership to the Friends including coordinating monthly meetings, maintaining agendas, preparing financial reports, communications, and event planning. Communicates with donors and ensures records are kept to standards. Leads the Friends of the Libraries Book Sale twice a year by coordinating volunteers, logistics, communications, and finances. Manages the distribution of Friends grants to scholar programs, the Rare Book School and other LIbraries related funding support. Coordinates the application process and manages payments and travel arrangements of scholars. Coordinates Friends of the Libraries special events including logistics, communications, and partnerships with other units on campus and the community. Provides administrative leadership for the Advancement and Communications team through planning, generating reports, travel, communications and other work as assigned. Coordinates advancement/fundraising initiatives as directed by the Director of Advancement and Communication. Coordinates events and assists with donor relations for the Libraries advancement and fundraising work. Institutional Statement on Diversity: Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world. For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion Education: Preferred Bachelor's Degree Qualifications: Required Qualifications - Ability to independently provide complex administrative support to a team - Significant experience taking the initiative to complete projects and solve problems - Strong written and verbal communication skills with attention to detail Preferred Qualifications -- Experience leading others to accomplish a goal or project -- Experience working in a fundraising/non-profit work environment -- Ability to use social media and other communication channels effectively to reach an audience -- Experience communicating with donors -- Experience reviewing budgets and managing basic expenses Work Type: Full Time: 100% This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. Appointment Type, Duration: Ongoing/Renewable Salary: Minimum $60,000 ANNUAL (12 months) Depending on Qualifications How to Apply: A cover letter and resume are required. Applications must be received in the Jobs@UW system by April 28, 2025. Contact: Melissa Ortiz jobs@library.wisc.edu Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. Official Title: Administrative Manager(AD005) Department(s): A49-GENERAL LIBRARY/ADMIN/DIR OFFICE Employment Class: Academic Staff-Renewable Job Number: 313890-AS The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/ Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.