Proposal Writer, Senior

About this role

Key Responsibilities 1. Proposal Leadership & Execution • Lead end-to-end proposal development for library system procurements (ILS/LSP, discovery, digital resource management, analytics). • Analyze RFP requirements from libraries, consortia, and government entities to ensure complete compliance. • Develop proposal strategies aligned to procurement criteria such as functionality, interoperability, accessibility, and total cost of ownership. • Manage timelines, schedules, and deliverables across cross-functional teams.

2. Library & Technical Content Development • Write clear and persuasive responses describing: • Circulation, cataloging, acquisitions, and ERM functionality • Discovery layers and user experience • Interoperability (e.g., MARC, BIBFRAME, APIs, SIP2, NCIP, Z39.50) • Cloud architecture, hosting, security, and data privacy

• Translate technical platform capabilities into outcomes for librarians, faculty, and patrons. • Collaborate with product managers, solution consultants, and library SMEs.

3. Strategic Messaging & Value Positioning • Develop win themes focused on: • Improved patron access and engagement • Operational efficiency for library staff • Support for digital transformation and open access • Integration with campus or municipal systems

• Tailor messaging by segment (academic, public, consortia, K–12). • Craft compelling executive summaries and value narratives.

4. Cross-Functional Collaboration • Partner with: • Sales and Account Teams to align on opportunity strategy • Product and Engineering to validate technical accuracy • Implementation and Support teams to describe service delivery

• Lead proposal review cycles (e.g., content reviews, compliance checks). • Coordinate inputs from distributed stakeholders, including international teams when applicable.

5. Compliance & Quality Assurance • Ensure full compliance with library procurement requirements, including mandatory forms, technical matrices, and pricing structures. • Maintain consistency in terminology (library standards, metadata formats, accessibility requirements such as WCAG). • Edit and proofread for clarity, accuracy, and professionalism.

6. Knowledge & Content Management • Maintain and enhance a reusable content library specific to library technology: • Standard responses for ILS/LSP functionality • Case studies and library success stories • Implementation methodologies and training approaches

• Develop templates for common library procurement formats. • Continuously improve proposal processes and efficiency.

7. Competitive Positioning & Insights • Integrate knowledge of competing library platforms (e.g., Alma, WorldShare, Sierra, Polaris, Koha). • Highlight differentiators such as: • Open architecture and APIs • User experience innovation • Analytics and reporting capabilities

• Support win/loss reviews specific to library procurements.

Core Duties • Utilize our current Proposal Response software, Loopio, along with our suite of AI tools to write and edit detailed RFP responses for libraries and consortia. • Develop compliance matrices addressing hundreds to thousands of functional requirements. • Lead proposal kickoff meetings and define content strategy. • Align messaging with library priorities such as accessibility, equity, and digital access. • Customize proposals for each institution or consortium. • Support presentations, demos, and oral proposals to library stakeholders. • Mentor junior writers on library-specific content and standards. • Track proposal success metrics within the library market segment.

Required Qualifications • Bachelor’s degree in Communications, English, Library Science, Information Systems, or related field. • 5–10+ years of proposal writing experience, preferably in: • Library technology • EdTech • SaaS platforms serving public sector or education

• Strong understanding of: • Library operations and workflows • Metadata standards and interoperability • Cloud-based enterprise software solutions

• Demonstrated experience responding to formal RFPs for public or academic institutions. • Exceptional writing, editing, and project management skills.

Preferred Qualifications • Master’s degree in Library and Information Science (MLIS) or related field. • Detailed knowledge of Symphony ILS • Experience working directly with libraries (academic, public, or consortia). • Familiarity with accessibility standards (e.g., WCAG) and public procurement requirements. • Knowledge of trends such as open access, digital collections, and linked data.

Key Competencies • Ability to communicate complex library technologies in clear, customer-focused language • Strong understanding of librarian personas and institutional decision-making processes • Strategic thinking with a focus on winning competitive procurements • High attention to detail and compliance rigor • Ability to manage multiple large-scale proposals simultaneously

Typical Tools & Technologies • Proposal tools: Loopio, RFPIO, Qvidian • Collaboration: Microsoft Teams, SharePoint • Authoring: Microsoft Word, Excel (for compliance matrices), PowerPoint • CRM: Salesforce or equivalent • Knowledge of library systems and standards documentation • AI tools for searching, creating, editing of content

Key Success Factors • Delivering high-quality, compliant proposals that resonate with library stakeholders • Effectively translating technical capabilities into library-specific outcomes • Increasing win rates in competitive library procurements • Building a strong, reusable library-focused content base

Establishing credibility with internal teams and external library audiences

Salary range: $70,000 - $80,000 USD per year.

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