Proposal Writer, Senior

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.