Friends of the Library of Hawai‘i

Program Manager

Job Description

Reports to Executive Director

Classification Full-Time, Exempt

About Friends of the Library of Hawai‘i

Friends of the Library of Hawai‘i is a non-profit 501(c)(3) organization whose mission is to support and promote Hawai‘i’s 51 public libraries. The organization operates a warehouse, retail store, and events to support literacy and education through public libraries.

Hiring and Oversight: The Program Manager reports to and works collaboratively with the Executive Director. While all duties are performed under the direction of the Executive Director, the employee for this position must be willing to take initiative and work independently.

General Responsibility: Responsible for coordinating FLH retail sales and fundraisers; administering the FLH programs; social media and website management; assistance with FLH events; coordinating warehouse inventory and operations; support and work with volunteers; and other duties as needed. This is an in-person position. Core office hours are between 8:00 a.m.–5:00 p.m., Monday – Friday.

Functions

Retail Operations:

• Online Book Sales – Oversee on-line sale of books through Amazon, eBay, and others, including but not limited to monitoring volunteer schedules and training; managing inventory; retail book selection and pricing; sales and orders; fulfillment

• Bookstore(s) – Oversee the various bookstores including but not limited to cash handling and inventory management. Develop and implement processes and procedures for efficient bookstore operations. Manage bookstore staff and volunteers. Assist in exploring future branch bookstores as

opportunities arise.

• Online Bookstore – Assist in oversight of online sales including order picking, inventory posting and barcoding, and order pick-up.

Fundraisers:

• Booksales - Coordinate and manage the major booksales of FLH. Develop and update promotional materials, contracts, logistics, and other duties as needed. Recruit and work with volunteers for sale operations. Work with warehouse and office staff to organize the inventory for the sale. Maintain the rare books inventory and catalogue at the sale. Assist with food vendors or other contractors.

• Links to Literacy - Assist in coordinating and organizing the Links golf tournament event. Coordinate the team and auction solicitations, the event auction donation inventory, manage an online auction as well as an on-site silent auction, and other duties as needed.

• Pop-up Sales – Develop and implement pop-up sale opportunities. Pursue and develop

new opportunities

Programs/Awards:

• Makana Akamai - Administer the book donation program including but not limited to ordering, fulfillment, and record keeping.

• Librarian of the Year and Excellence in Service (LOTY/EIS) - Administer the award program of FLH. Duties include developing and updating materials, working with the program committee on meetings, candidate communication, Annual Meeting planning, and other duties associated with the program.

• Legislative Event - Plan and coordinate the event with FLH staff, including but not limited to venue, food, invitations, and the program.

• ʻOhana Readers/Imagination Library – Administer the ʻohana readers program in various communities across the state. Tasks include budgeting, communications, coordination with libraries and librarians and the ʻohana readers committee.

• Affiliate Program – Coordinate the Affiliate Program including but not limited to working with all current affiliate groups and expanding the network to include a representative group at each library branch; maintaining and educating affiliates of all necessary affiliate requirements, maintaining an informative and easily accessible webpage; manage Affiliate accounts and prepare reports.

Office:

• Maintain the FLH social media presence and website, and assist with e-newsletters

• Assist in preparing for Board of Directors and Trustees meetings, with volunteer events, with committee meetings, newsletters, and other mailings. Keep FLH current on government updates and filings.

• Assist with additional duties as needed.

Skills and Qualifications

Minimum Requirements

• Ability to work well with people; organize, coordinate donors, communicate with volunteers; resolve problems and conflicts

• Ability to work independently and manage time effectively

• Ability to establish priorities and manage multiple responsibilities with a high degree of accuracy

and completeness

• Strong organizational and problem solving skills, detail oriented

• Self motivated with ability to motivate others

• Ability to communicate effectively in written form and verbally, including public speaking

and presentations.

• Able to present complex ideas, expectations, and information in a concise, well-organized manner

• Strong customer service orientation

• Results-oriented, strives for excellence in all projects

• Able to develop and manage a budget effectively

• Competency in the use of word processing, spreadsheet, database management, particularly MS Office, and customer relationship management software

• Competencies in website/social media

Preferred Skills

• Experience in organizing and/or running fundraising events

• Knowledge of the community in order to best represent the organization

• Experience in retail store management, including managing staff

• Events management experience

• High energy level, self-confident, professional, and enthusiastic

Academic Requirements

College degree or equivalent experience

Special Requirements

Occasional need to work flexible hours

Ability to lift 40 pounds regularly. Requires frequent lifting of boxes of books and media.

Benefits

Health Coverage: Comprehensive medical, dental, and vision insurance.

Retirement Plan: 403(b) retirement savings plan with employer contributions.

Friends of The Library of Hawai'i

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