APPOMATTOX REGIONAL LIBRARY SYSTEM
POSITION TITLE: Community Relations Coordinator
IMMEDIATE SUPERVISOR: Administrative & Personnel Services Manager
FSLA DESIGNATION: Exempt
CLOSING DATE: March 23, 2018
I. POSITION SUMMARY
Working closely with the Administrative and Personnel Services Manager, this position coordinates projects supporting library awareness in the community and support from community volunteers. Projects include, but are not limited to, the recruiting and training of adult and youth volunteers. As assigned the position prepares press releases and promotional materials for library programs and events. The position serves as liaison to the Friends of the Library groups, attends their meetings and facilitates the groups’ interactions with the Director and librarians. The employee acts as administrative assistant to the Library Director for the library endowment fund, administered by the John Randolph Foundation. The position may assist, when requested, in the editing of grant documentation prepared by administration or librarians. The position requires participation in all geographic areas served by the library system, as well as all library departments. Participates in overall library planning, library public relations, and other related work as required.
II. MAJOR POSITION RESPONSIBILITIES
1. Volunteer Services Administrator
a. Plans and prepares for the strategic use of volunteers through consultation with the Director and Managers throughout the library system.
b. Develops recruitment materials and works with other organizations in the community to match citizens with volunteer opportunities throughout the community. Actively work with organizations to seek new volunteers.
c. Maintains volunteer applications, schedules, and hours.
d. Prepares orientation materials to integrate volunteers into the library team and provides orientation to all volunteers.
e. With appropriate department heads and Director, gives recommendations on assignments, transfers, or dismissals of volunteers.
f. Plans and executes volunteer recognition and celebration throughout the year.
2. Liaison to the Friends of the Library 501c3 organizations
Volunteer / Community Relations Coordinator 2
a. Attends all Board meetings of the Hopewell/Prince George Friends of the Library and the Friends of the Library, Dinwiddie. Reports back to Director and staff on plans and concerns of the members of the Boards.
b. Provides assistance in developing flyers, invitations, and press releases for the Friends groups.
c. Attends annual and biannual membership meetings of the Friends of the Library.
d. Assists Hopewell/PG Friends of the Library with day to day management of The Reader’s Friend Bookstore at the Hopewell Library. Provides orientation and basic training for new bookstore volunteers in collaboration with current bookstore volunteers. Participates in planning meetings for the bookstore. Picks up the receipts from the bookstore and prepares a receipt for the Treasurer of the HPG Friends of the Library at least once per month with the receipts from the bookstore and other checks or monies collected in Hopewell for the HPG Friends of the Library.
e. Coordinates book scanning and online selling of donated books with nonprofit online sellers, like Shared Knowledge Literacy Foundation.
f.. Coordinates with the Friends of the Burrowsville Community Center and School and attends its Board meetings.
3. Public Relations
a. Prepares draft press releases to promote programs, resources, and events in the Appomattox Regional Library System and forwards them to news outlets once approved for release.
b. Supports the Librarians in the preparation of flyers, posters, and invitations to support events at the libraries of ARLS.
c. In collaboration with the Director and Managers develops a draft program guide to be sent to designer for design and production each quarter. Provides contact with designer to ensure the draft is sent on a timely basis, questions are resolved, and product is provided to the library in a timely manner.
d. Participates in civic organizations as deemed appropriate by supervisor or director.
e. Participates in local, state, and national organizations that promote and provide information and training in volunteer engagement and library services.
f. On occasion, speaks to community civic organizations and participates in community events to promote library services.
g. Supports the Librarians in the use of social media to promote and market library events and programs.
4. Administrative Assistant for the Endowment for the Library, administered by the John Randolph Foundation.
a. Receives donations which come to the Library, records donations, and takes the donations to the John Randolph Foundation.
b. Prepares thank yous to go out to donors for the signature of the Director.
c. Maintains a list of donors in coordination with the John Randolph Foundation.
Volunteer / Community Relations Coordinator 3
d. Attends meetings of the Planning Committee for the Endowed Fund for the Library, takes minutes, and distributes information related to the Endowed Fund to committee members, as requested by the Director.
e. Prepares correspondence for the Library Director and the Planning Committee members to inform donors of the progress of the Endowed Fund.
f. In collaboration with the John Randolph Foundation staff, prepares press releases.
5. Performs other related work as required.
III. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Good knowledge of office terminology, procedures and equipment, and of business arithmetic and English; good knowledge of library procedures; ability to deal with the public tactfully and courteously, and to work harmoniously with other employees; ability to make decisions in accordance with regulations and established policies; physical ability to perform duties as described. Driver’s license and willingness to travel locally.
IV. ACCEPTABLE EDUCATION, EXPERIENCE, TRAINING
Considerable experience engaging youth and adults in volunteer opportunities. Knowledge of how to develop and sustain a volunteer program. Requires a Bachelor’s degree. Experience in serving the public. Supervisory experience and experience in working in a library setting preferred.
The Salary for this position is $32,361.94 with a benefits package including holidays, personal and sick leave, health insurance and retirement.
Location/Region: Hopewell, VA (US - 23860)