Outreach Coordinator

Outreach Coordinator (Grant Period)

Library Assistant

Primary Duties:

Under the supervision of the Library Director, this staff member provides services for the library as assigned.

Responsibilities:

• Assist the Library Director with submitting all project reports prior to the deadline
• Assist the Library Director with submitting all expenditure reports prior to the deadline
• Ensure the Library of Michigan and IMLS are property credited in all printed program materials, press releases, requests for proposals, bid solicitations, program handouts, printed or online promotional materials, web sites, social media posts, listserv announcements, presentation slides, verbal presentations, etc.
• Submit all receipts, packing slips, email confirmations, and all other documentation concerning purchases made for the grant to the Library Director as soon as they are received
• Create, circulate, and record participant questionnaires for all grant-related programs, making sure to include IMLS-required questions and question scales
• Collect and record participation statistics for each program or service offered with the Mobile Unit, making sure to include IMLS-required stats
• Assist the Library Director to complete all IMLS-required equipment inventory forms for equipment purchased with grant funds
• Participate in Library of Michigan site visits
• Assist the Library Director with retaining all records related to the Mobile Unit and following all federal-grant retention schedules
• Work regular desk shifts
• Other duties as assigned
• Responsibilities Related to Homebound:
  • Keep a spreadsheet tracking active Homebound participants, waitlisted Homebound participants, and former Homebound participants
  • For each active participant, curate lists of relevant materials for each month’s delivery
  • Keep track of past checkouts to pick up on trends in reading interests and favorite authors
  • Schedule monthly homebound deliveries
  • Pull all materials for each monthly delivery and check them out to patrons
  • With assistance from a second staff member, load up the checked-out materials into the van and deliver to relevant patrons
  • Ensure the Homebound program is properly advertised using our normal marketing channels to encourage people to join
  • Keep record of past delivery dates, who received deliveries, what was delivered to them, what was picked up during that same run, and any other relevant stats
  • Keep in regular contact with active participants to ensure they are happy with the program, still want to be included in the program, and that all participant questionnaires are completed after each delivery
• Responsibilities Related to the Pop-Up Library Program:
  • Reach out to all elderly care, adult foster care, shelter, municipal, and recreational facilities in our service area and be the point of contact for all Pop-Up Library communications.
  • Keep a spreadsheet tracking which institutions have been contacted about the Pop-Up Library Program, their interest in the program, number of residents, number of staff, preference on day and time, residents’ interests for reading and programming purposes, and any other relevant data.
  • Establish a calendar of monthly Pop-Up Library programs starting in January of 2027, making sure that all four service areas are being served equally throughout the year, that the collection materials taken to each program match the interests of the facility being served, that programs or other events are varied and match facility interests, and that each program has a second staff member to assist in facilitation.
  • Create flyers for the Pop-Up Library program in general, and for each Pop-Up Library visit, making sure all flyers follow the CCL Style Guide as well as federal and state requirements for grant promotions, and are turned into the marketing team several months before the visit date.
  • Coordinate with the marketing team to make sure that the Pop-Up Library Program is properly marketed. Film videos promoting the program, submit tiered marketing requests several months before the visit date, and talk with marketing team about promoting the Pop-Up Library program on the Google Slider, newsletter, The Scoop, and all other marketing avenues.
  • Keep a spreadsheet of all marketing efforts involving the Pop-Up Library program for the final grant report.
  • Attend all Pop-Up Library programs and be the main facilitator, including setting up, checking in and out materials, setting new patrons up with library cards, facilitating programs and events, communicating with residents and staff, and tearing down.
  • Ensure participants are given copies of the Pop-Up Library Program post-event questionnaire at the end of every program, collect completed questionnaires, and record answers in a tracking spreadsheet.
• Responsibilities Related to Other Outreach Efforts:
  • Sign the library up for participation in regular community events including, but not limited to, Shadow Season, Charlotte Celebrates, the Eaton County Fair, Frontier Days, Olivet Fireman’s Festival, and the Nordic Fire Festival.
  • Research other community events that the library can participate in that we have not participated in before.
  • Be the main point of contact for all event-related communication, making sure staff receive all needed information when it becomes available.
  • Create the sign-up sheets for staff to participate in community events and make sure all time slots are covered by two people.
  • Keep a spreadsheet tracking all community events that the library participates in, the point of contact for the events, the date of the events, and all relevant information for participating.
  • Keep a running document for each community event describing all the details involved in participating for future use.
  • Be the main person in charge of making sure the van is stocked with all the materials needed to participate in the community event, that there are staff designated to drive the van over, set up, tear down, and drive the van back.
  • Coordinate with the Adult Programming Coordinator and the Youth Department to schedule outreach programs.
  • Keep a spreadsheet tracking outreach programs scheduled for the year, making sure that all four service areas are serviced equally, making sure there is a diverse offering of programs, and that all relevant details are tracked for each program.
  • Be the main point of contact with community partners, vendors, locations, and other people involved in the outreach programs.
  • Coordinate with the marketing team to make sure that our involvement in community events is properly marketed. Film videos promoting the events, submit tiered marketing requests several months before the program date, and talk with the marketing team about promoting the program on the Google slider, newsletter, The Scoop, and all other marketing avenues.
  • Work with the programming team to create flyers for each outreach program, making sure all flyers follow the CCL Style Guide as well as federal and state requirements for grant promotions, and are turned in several months before the program date.
  • Create flyers showcasing each community event the library will participate in, making sure all flyers follow the CCL Style Guide as well as federal and state requirements for grant promotions, and are turned in several months before the community event date.

Qualifications:

• High school diploma
• Knowledge of library materials
• Knowledge of public libraries
• Windows PC and Microsoft Office knowledge
• Physical ability to push/pull fully loaded carts, retrieve or place materials above shoulder or below knee level and lift items up to 40 pounds
• Frequent sitting or standing for extended periods
• Must be willing to work evenings and weekends as assigned