The San Mateo Public Library Foundation – Development Associate

Position Summary:

The San Mateo Public Library Foundation (SMPLF) seeks a candidate for fundraising and administrative support for the non-profit foundation located in San Mateo.

The Development Associate works with the SMPLF Executive Director to execute strategic, managerial and administrative aspects of the Foundation’s fundraising efforts. The desired candidate will be detail-oriented with strong interpersonal and communication skills, be able to work independently, and manage a variety of responsibilities simultaneously. We are looking for an energetic associate who wants to help grow the Foundation. The position is part--time and reports to the Executive Director. Housed in the San Mateo Public Library, the Foundation offers a central location and flexible work hours.  

San Mateo Public Library Foundation.jpg


SMPLF provides unrestricted funding to support programs and projects at the San Mateo Public Library.

Duties and Responsibilities:

Administrative and Bookkeeping:

  • Support for the Foundation’s administrative, accounting, and database needs

  • Generate reports for donor prospecting, targeted event invitation lists, and all key fundraising results using Raiser’s Edge software

  • Update specific donor information as gathered through volunteer engagement, event participation, mentor or internship interests

  • Handle correspondence with individual donors, prospects and corporate and foundation funders, including large mail merges and the production of standardized letters requesting and acknowledging donations.

  • Develop stewardship plans for key donors including but not limited to annual reports on use of funds

  • Process receipts for donations and enter data into Raiser’s Edge

  • Enter transactions into accounting software (QuickBooks), perform monthly reconciliation, and produce financial reports for the board

  • Pay bills

  • Respond to daily email and voice mails

  • Prepare agendas, materials and reports for board meetings, institutional donors and prospect meetings

  • Provide administrative support for Friends of the Library book sale operations

  • Manage operational aspects of the office including technology needs, supplies and stationery, payroll and insurance needs.

Events Management:

  • Serve as the project manager for the annual Author’s Gala, the premier fundraising event for the Foundation

  • Serve as the key point person for auction related activities for the George Archer Memorial Golf Tournament

  • Provide administrative and strategic support for the Foundation’s auxiliary, the Literary Society, charged with planning and executing the Author’s Gala

  • In cooperation with the Executive Director, plan and execute events that support the fundraising mission of the office including but not limited to the annual Leadership Circle Donor Appreciation event

  • Serve as the Foundation representative for all event related questions and concerns


  • Support

  • Maintain social media presence; collaborate with the Library’s social media efforts to expand reach.

  • Coordinate regular website updates to reflect current Foundation activities and messaging


The desired candidate should possess the following skills and experience:

  • Prior work in an office or retail administration role; experience in a fundraising operation preferred

  • Exhibit a high regard for accuracy and confidentiality

  • Demonstrated proficiency with Microsoft Office Excel, Word (including mail merges) and Power Point

  • Highly efficient, excellent communication skills (written and verbal) and strong interpersonal skills

  • Personable and able to relate to wide variety of personalities

  • Superior organization and time management skills, proven ability to manage multiple priorities with competing deadlines

  • Project and event management planning and execution experience, outstanding attention to detail and follow through

  • Knowledge of QuickBooks and Raiser’s Edge

  • Knowledge of accounting principles helpful

  • Experience working with nonprofit organizations helpful

To Apply: 

To apply please submit resume, cover letter, salary requirements and acceptable range of part-time commitment to Lynne Esselstein, Executive Director, San Mateo Public Library Foundation, 55 West Third Avenue, San Mateo, CA  94402 or by email to

No phone calls please.