Operations Manager

Position Opening

The Operations Manager works with the Friends of the National Library of Medicine’s
distinguished Board of Directors to promote the world’s largest medical library and center for data
science research, the National Library of Medicine (NLM). The Friends partners with the NLM and
other organizations to conduct programs aligned with NLM’s mission including an annual Awards
Gala, four annual conferences and webinars, membership and sponsorship revenue generation, and
related administrative activities.

The Operations Manager also manages the organization’s day-to-day activities and works closely
with the Friends of the NLM officers and committee chairs to develop programs and overall strategy
of the organization.Except during busier periods such as the Awards Gala and webinars, the position is 32 hours weekly.
Benefits include flexible working hours, working remotely, and competitive compensation.

Position Responsibilities:

Office Administration & General Management
● Manages business correspondence and phone calls
● Maintains all records, federal and state licenses, database, and IT systems
● Organizes and maintains the Friends of the NLM archives including but not limited to
correspondence, agreements, reports, board books, programs and address lists
● Liaises with accounting firm on general accounting matters including bill payments, federal and
state tax filings and budgeting
● Maintains organization’s Operations Manual
● Writes, designs, and sends quarterly e-newsletter
● Conducts social media outreach
● Coordinates with the Friends of the NLM’s website designer, as needed, and makes website
and marketing material updates

Board & Committee Management
● Organizes Board of Directors and committee meetings, sends calendar invitations, creates
agendas and meeting books in coordination with chairs and takes minutes
● Maintains Board of Directors Manual
● Maintains Board of Directors contact information and committee rosters
Programs & Events Planning and Management

Awards Program & Gala
Gala
● Manages event logistics including liaising with event property staff, photographer, audio visual
and others
● Markets the event via promotional materials, social media posting and manages marketing
calendar to include Board Members and other stakeholders’ promotional participation
● Supports revenue generation activities such as sponsorship prospecting and registration
● Coordinates with NLM or other cosponsoring groups and ensures that event sponsors receive
appropriate exposure and recognition
● Organizes planning committee meetings and takes minutes
● Manages event registrations
● Coordinates honoree travel and lodging arrangements

Awards
● Coordinates committee meetings and takes minutes
● Distributes call for nominations
● Maintains and updates nomination forms
● Liaises with award recipients on travel and hotel stays, if applicable
● Ensures website is current with recipient information and photographs
Membership Program
● Member and donor management including sending thank you letters, updating member pages
and forms on the website, and ensuring members are aware and utilizing benefits.
● Markets membership program via promotional materials, social media postings and works with
Board Members to assist in membership program development, including prospecting
● Maintains Friends of the NLM database of member and potential donors and prospects
● Designs and manages fundraising campaigns, including appeals, records and thank you
letters
● Ensures website is current with member logos and benefits/pricing information
Conferences and Webinars
● Coordinates Education and webinar specific organizing committee meetings and takes
minutes
● Sends speaker invitations and thank yous, liaises with audio visual company and manages
process of pre-recordings
● Markets all events via promotional materials, social media postings and manages marketing
calendar to include Board Members and other stakeholders’ promotional participation
● Ensures website is current with agendas, promotional notices and registration ecommerce

Fora
● Coordinates Forum Task Force and individual Forum meetings
● Works with Fora Task Force members to identify potential Fora member organizations

Please submit your resume to: info@fnlm.org