Administrative & Development Coordinator

Open Full-Time Position

Administrative & Development Coordinator

Berkeley Public Library Foundation

ABOUT THE ORGANIZATION

The Berkeley Public Library Foundation is a small nonprofit organization that raises funds to support the Berkeley Public Library. We have an active board of directors, two employees, and a dedicated group of volunteers who host events and donor engagement programs. Together with our generous donor community of individuals, businesses, foundations, sponsors, and organizational partners, we provide grants for library innovations, new projects and literacy initiatives, technology upgrades, and building improvements that go beyond what public funding alone can provide.

POSITION SUMMARY

The Administrative & Development Coordinator provides high-level administrative support to the Executive Director while helping advance the organization's fundraising and operational goals. This role manages scheduling, communications, donor records, CRM data, financial and fundraising reporting, accounts payable coordination, and meeting logistics. The coordinator also supports donor stewardship, event logistics, newsletters, outreach materials, and special projects, and ensures efficient day-to-day operations and strong relationships with donors and stakeholders.

The ideal candidate is highly organized, detail-oriented, and proactive, with excellent communication skills and the ability to manage multiple priorities in a collaborative nonprofit environment. Experience with CRM databases, Microsoft Office, Google Workspace, and nonprofit fundraising operations is preferred.

DETAILED DESCRIPTION

Core Functions and Responsibilities

1. Provide comprehensive administrative and scheduling support to the Executive Director, ensuring effective management of priorities, appointments, and daily operations.
2. Perform a variety of administrative duties, including donor communications, responding to information requests, coordinating meetings, event logistics and registrations, answering phone calls, maintaining databases, and filing.
3. Monitor and manage multiple email accounts, prioritizing communications and determining appropriate responses and follow-up actions.
4. Maintain accurate donor records within the organization's CRM database and ensure timely preparation and distribution of donor acknowledgments and stewardship communications.
5. Generate pledge invoices and prepare financial, fundraising, and analytical reports as requested.
6. Prepare, submit, and track documentation for payments, invoices, vendor contracts, and check requests; coordinate accounts payable information with the organization's bookkeeper to support monthly reconciliation.
7. Coordinate logistics for Board of Directors meetings and other organizational meetings, including preparing meeting materials, scheduling, recording minutes, and tracking follow-up actions.
8. Maintain, update, and organize administrative records, documents, and files to ensure accuracy and accessibility.
9. Assist with the development and distribution of online and print communications, including newsletters, donor outreach, and other organizational materials.
10. Support special projects and perform additional duties as assigned by the Executive Director.

Preferred Qualities

• Outstanding organizational, project management, and time-management skills, with the ability to balance multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Demonstrated professionalism, discretion, sound judgment, and meticulous attention to detail.
• Comfort and fluency with Microsoft Office Suite, Google Workspace, and donor management systems.
• Self-motivated and proactive, with the ability to work both independently and collaboratively in a fast-paced, mission-driven environment.
• Strong commitment to customer service, relationship-building, and support for the Foundation's mission and goals.

Required Qualifications & Skills

• Education: Bachelor's degree in business administration, nonprofit management, communications, or a related field; equivalent professional experience will be considered.
• Experience: Minimum of two years of administrative or operations experience. Experience in a nonprofit, fundraising, membership, or event-focused environment is highly desirable.
• Technical Skills : Advanced proficiency with Microsoft Office, Google Workspace, and CRM/database management systems.
• Problem Solving: Demonstrated ability to identify operational needs, streamline processes, and implement practical solutions.
• Communication: Exceptional writing, editing, and interpersonal skills, with the ability to communicate effectively with donors, volunteers, board members, vendors, and community stakeholders.
• Adaptability: Proven ability to manage multiple projects simultaneously, respond to changing priorities, and meet deadlines with accuracy and professionalism.
• Preferred Experience: Familiarity with Canva, Constant Contact, DonorPerfect, PayBee, HeyOrca, WordPress, Adobe Creative Suite (particularly Illustrator), or similar communications and fundraising platforms is a plus.

Other Requirements

• Able to pass a background check
• Valid Driver's license
• Authorized to work in the USA

Work Environment

This position is based in a shared office space at the Berkeley Public Library's Central location and requires regular onsite collaboration with staff, volunteers, donors, and community partners. The role involves extended periods of computer use, including sitting, typing, communicating, and active listening, in a detail-oriented, fast-paced work environment.

Occasional physical activity is required, including lifting, carrying, and moving materials weighing up to 25 pounds. Limited travel within the Bay Area may be necessary for meetings, events, and organizational activities; therefore, a valid driver's license is required. An adjustable sit/stand workstation is provided to support employee comfort and ergonomics.

Work Schedule

• Full-time, Monday–Friday, 35- 40 hours per week.
• Schedule generally between 8:00 a.m. – 6:00 p.m. (flexible within this range) plus a monthly (Wednesday) evening meeting.
• Occasional weekends for events and overtime may be required.

Compensation & Benefits

• $25-$30 per hour, depending on skills and experience
• Healthcare benefit
• Simple IRA retirement account 3% match
• Paid vacation and sick leave
• 13 paid weekday holidays (City of Berkeley + Federal)
• Additional paid time off for office closures in December
• Parking

How to Apply

Please send a resume and a cover letter about why you are interested in this position. Send materials as a single PDF to ***email_hidden*** with "Coordinator Position" in the subject line. Let us know where you heard about this position or if someone referred you. Applications will be accepted until the position is filled. Please, online applications only. No walk-ins.

The Berkeley Public Library Foundation is proud to be an Equal Opportunity Employer. We believe that a diversity of voices, identities, and experiences strengthens our organization and our community. We encourage applicants of all backgrounds to apply and are committed to building a team that reflects the vibrant diversity of Berkeley and the Bay Area.