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Nashville Public Library Foundation

Administrative Coordinator

Nashville Public Library Foundation


Job Summary

Nashville Public Library Foundation seeks a motivated self-starter with a strong eye for detail to join our team. The daily work of this position supports the impact Nashville Public Library makes in our community every day. NPLF offers meaningful benefits to all employees including flexible and hybrid work schedules, generous paid leave, matching retirement contributions, and employer paid health insurance.

NPLF is committed to attracting and retaining a diverse staff. We will honor your experiences, perspectives, and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The Nashville Public Library Foundation (NPLF) is a 501(c)(3) nonprofit organization which raises money through private donations to support and enhance the programs facilities, and collections of the Nashville Public Library. Founded in 1997, NPLF has raised more than $62 million to advance the impact and reach of NPL programs and initiatives. For more information, please visit

Job Responsibilities

Administrative Duties

  • Performs general clerical and secretarial duties, including office and other supply orders
  • Makes appointments, schedules meetings and reserves rooms as needed, orders lunch/refreshments, sets up meeting room, prepares meeting handouts and creates Power Point presentations as needed. Takes minutes for staff meetings and finance committee meetings
  • Opens, sorts, and distributes incoming correspondence
  • Assists Director of Finance with payment and deposit processing, mailing and filing
  • Maintains all office equipment such as printers and scanners by turning in work orders and ordering parts
  • Updates all forms and letterhead and maintains their inventory
  • Manages organization and upkeep of NPLF  storage
  • Supervises and leads regular office volunteers
  • Makes basic updates to the NPLF website
  • Serves as the first point of contact with the general public, answering phone calls and emails
  • Maintains a positive working relationship with NPL staff for event logistics, tour scheduling, etc.

Fundraising Duties

  • Creates Daily Gift Log, distributes for review, and sends to Database Coordinator
  • Reviews Weekly Gift Report and other reports for accuracy
  • Assists with the logistics of mailings
  • Provides support for all events including Gala, Picnic, and Carnegie Society Book Club (rsvp, greeting and check in, placing orders, securing necessary licenses, etc.)
  • Schedules and coordinates logistics for Library 101 Tours (rsvp and attendee correspondence, nametags, tour folders, scheduling with NPL staff, greeting attendees)
  • Assists Database Coordinator with database integrity reviews and cleanup
  • Supports Fundraisers with other requests as needed


Qualifications & Skills:

  • Associates degree or two years minimum of college courses in an administrative or related field
  • Strong computer skills and knowledge of general office equipment and telecommunications systems
  • Skill and experience in MS Office including Word, Excel, Power Point, Outlook
  • Ability to multitask and work independently in a fast-paced environment
  • Strong writing and editing skills
  • Strong work ethic and attention to details
  • Excellent interpersonal and organizational skills, and the ability to work well with all levels of internal management and staff, as well as external  donors and board members.
  • Flexible with an understanding that evening and weekend work is occasionally required
  • Ability to communicate both verbally and written in a positive and effective manner
  • Creative thinker and problem solver

Preferred Knowledge/Abilities/Experience

  • Prior administrative experience: nonprofit/general fundraising experience preferred
  • Skill and experience with CRM software
  • Prior work with volunteers

Additional Information


NPLF offers meaningful benefits to all employees including flexible and hybrid work schedules, generous paid leave, matching retirement contributions, and employer paid health insurance.

How to Apply

Please submit resume and cover letter to


  • Date Posted: April 18, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Arts / Culture
  • Salary Range: $40,000-$42,000