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  CAREERS  


Development Officer Job Share Positions | Job Descriptions
Job Share Position

Officer 1 (filled) | Officer 2 = 16 hours/week (open)

​​The San Mateo Public Library Foundation (SMPLF) seeks motivated, entrepreneurial, and experienced individuals to help it realize its mission of amplifying the work of and raising funds for the San Mateo Public Library (SMPL). The Development Office is structured as a team of equals that shares the duties and responsibilities described below. While each officer may have focus areas, the expectation is that either can conduct the core responsibilities of this shared position. The Development Officers report into the Executive Committee of the Board of Directors.

 

SMPLF

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The San Mateo Public Library Foundation was incorporated in 1994 with an initial mission to raise over $10 million for a new library building, which opened its doors in 2006. Since then, the Foundation has evolved into a dynamic annual giving organization, funding a wide array of projects and needs such as maintaining library hours, providing outreach services, and enhancing the tech lending library collection. At its core, the Foundation’s mission is to offer unrestricted funds to the library, enabling the provision of exceptional programming beyond what public funding allows.


In 2024 the SMPLF was honored by Assembymember Papan as a California Nonprofit of the Year.

 

SMPLF ENVIRONMENT

 

SMPLF

 

  • Board of Directors: governing body of the Foundation. 

  • Executive Committee: standing, decision-making body – comprised of the President, VP, Treasurer, and Secretary – that sets strategic direction, fundraising goal and budget, and manages the SMPLF Office. 

  • Finance Committee: standing committee that stewards the Legacy Fund investment and monitors the financial condition and budget of SMPLF.

  • SMPLF Donor Family: the individuals and entities who entrust the SMPLF with their donations for the SMPL.

 

SMPL 

  • City Librarian: communicates to Foundation specific funding needs and an overall vision for the Library. Is an ex officio member of the SMPLF Board. 

  • SMPL Staff: event collaborators and daily inspiration. 

  • Friends of the Library (FOL): volunteer group recruited and managed by the Library to run the bookstore. 

  • Library Board of Trustees (LBOT): city appointed governing body of SMPL. LBOT president is an ex officio member of the SMPLF Board. 

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CORE DEVELOPMENT RESPONSIBILITIES 

 

Donor Relations

  • Honor all donors including individuals, corporations, and foundations.    

  • Develop, as feasible, an acquaintance with Leadership Circle donors so that they can be greeted by name.

  • Understand corporate giving/matching portals (Benevity/America Online Giving, SF Foundation, Fidelity, PG&E, etc.), and record and acknowledge donors whose gifts are channeled through these mechanisms.

  • Cultivate and nurture relationships with current and potential individual donors by offering experiences that deliver a unique, library-centric experience.

  • Cultivate and nurture relationships with local business and corporate entities for sponsorship opportunities.

  • Develop and maintain essential donor metrics.

Communications

  • Steward the Foundation “brand”.

  • Produce an annual report/summer publication that sets the imagery and verbal theme for the fiscal year. 

  • Update and maintain SMPLF website to reflect FY themes and up-to-date information..

  • Design, compose, and send mass emails to the donor base.

  • Determine when printed mail is appropriate, i.e., special event invitations.

  • Be aware of who is being reached through what mediums (email vs letter).

  • Design and implement appropriate communications for businesses and other organizations.

  • Develop and maintain a social media presence (IG, FB).

Events/Campaigns

  • Stay informed about fundraising trends and the regulatory environment related to nonprofit fundraising.

  • Plan and execute programs and activities designed to increase the visibility of the SMPLF with internal and external constituencies.

  • Support Board-initiated special events tailored to specific audiences.

  • Develop business/corporate sponsorship opportunities for events.

  • Design and execute an Annual Appeal to individual donors.

  • Recruit, train, and supervise volunteers to help with discrete fundraising activities as needed.

Endowment (Legacy Fund)

  • Ensure that Legacy Fund collateral remains up-to-date.

  • Work with Board lead on strategy to advertise the Fund.

  • Ensure that Legacy donor recognition remains visible and relevant.

Grants

  • Steward relationships with existing grantors. 

  • Ensure that renewals for existing grants are submitted to spec and on time. 

  • Manage compliance and reporting for existing grants.

  • Identify new grant opportunities and work with Board to facilitate applications.

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INFRASTRUCTURE RESPONSIBILITIES 

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CRM System Management

  • Maintain and update CRM system so that it remains an effective donor management tool. 

  • Ensure that the CRM system is embedded in Foundation practice.

Financial Management

  • Day-to-Day Activities: in regular communication with the Treasurer.

  • Monthly Reconciliation Activities: in communication with the Treasurer.

  • Year-end Reconciliation Activities: in partnership with the Treasurer, QuickBook accountants and external accountant.

Office Management

  • Monitor and manage email account and VM.

  • Follow calendar of key obligations.

  • Maintain filing structure in Google drive.

 

POSITION QUALIFICATIONS 

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  • An entrepreneurial, community-minded spirit that will build on SMPLF’s existing identity and strengths. 

  • An understanding of the role of the Library in the community and how the Foundation relates to it. 

  • Demonstrated success in soliciting gifts from individuals, corporations, and foundations. 

  • Exceptional interpersonal skills and the ability to interact effectively with SMPLF board members, prospects, donors, and community officials. 

  • Ability to produce a range of well-written, graphically enhanced work including – but not limited to – donor correspondence, annual fundraising appeals, The Link, and grant applications.

  • Experience conceiving and implementing a variety of fundraising events. 

  • Demonstrated ability to meet deadlines, manage competing priorities, work independently, and maintain confidentiality. 

  • Experience developing, implementing, and adhering to budgets. 

  • Facility with tools such as Microsoft Office Suite, Canva, Social Media platforms, website development platforms (Wix.com), and database management systems. 

  • Ability to work some evenings and weekends.

 

COMPENSATION & TERMS

 

Compensation:  $40,000 per year, less applicable State and Federal taxes, payable monthly on a pro rata basis. 

 

Hours: Approximately 16 hours per week, equivalent to 2 full workdays.

 

Terms:

 

  • The San Mateo Public Library Foundation is an at-will employer. This is a part-time, -exempt position working an average of 16 hours per week. The need and/or estimated hours may vary, depending on Foundation’s activities and workload during the year. Thank you for your flexibility regarding the hours, which will be coordinated with the Co-Presidents of SMPLF.   

 

  • This position will report to the Executive Committee of SMPLF.

 

  • Paid time off and vacation accrual to be discussed.

 

  • We are required by Federal law to examine documentation of your employment eligibility within three days of your commencement of employment. 

 

  • HRA to be discussed. No other benefits are provided by the Foundation.

 

HOW TO APPLY

 

To apply please submit resume, cover letter (that includes how you learned about the opportunity, your collaboration skills and what areas of this position appeal to you most), and salary requirements to Jeanne Back and Alexandra Gillen, Co-Presidents, Board of Directors, San Mateo Public Library Foundation, 55 West Third Avenue, San Mateo, CA 94402 or by email to info@smplf.org

 

The San Mateo Public Library Foundation (SMPLF) is a section 501(c)(3) not-for-profit organization. 

Employees of the SMPLF are not employees of the City of San Mateo or of the San Mateo Public Library. The SMPLF is not affiliated with the Foundation for San Mateo County Libraries.

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SMPL-logo.png
San Mateo Public Library Foundation

55 West Third Avenue

San Mateo, CA 94402

650-558-9100 info@smplf.org

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SMPLF is a 501(c)(3) nonprofit organization.

Donations to the Foundation are tax-deductible as allowed by law.

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Tax Identification Number: 94-3191775

The SMPLF is not affiliated with the Foundation for San Mateo County Libraries.

© 2023 San Mateo Public Library Foundation. All rights reserved.

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