Administrative Coordinator at The New York Public Library

Job Title: Administrative Coordinator

Job Status: Full-time

Location: New York, NY

Salary: $58,000 – $65,000

Overview

Located within the landmark Stephen A. Schwarzman Building, the Humanities and Social Sciences Research Division (HSSRD) serves the core research function of the New York Public Library as the central hub for researchers entering into our extraordinarily deep and broad holdings. Our expert staff partners with researchers to locate and facilitate timely access to millions of collection items in our magnificent reading rooms so they can advance the enterprise of research and scholarship.Under the direction of the Linda May Uris Director, the Administrative Coordinator performs a broad range of general office duties across the organization, lends critical administrative, budgetary, and logistical support to the director and other senior leaders within HSSRD, and supports the activities within the Center for Research in the Humanities.We are looking for someone we can count on to:Own:

  • Providing the department with accurate and timely administrative support

Teach:

  • Staff about the Library’s business practices, policies, and procedures

Learn:

  • The daily operations of a large public research library and how to assist staff in their library work

Improve:

  • The business practices and procedures currently employed in the management and operations of multiple departments across the organization

Some expectations for this role are that within:1 month, this person will:

  • have learned the workflows involved in daily responsibilities

3 months, this person will:

  • have established a working relationship with the various departments that are a part of the administrative coordinator’s daily activities

6 months and beyond, this person will:

  • be able to work independently on tasks and projects

Responsibilities Reporting to the Uris Director, the Administrative Coordinator:

  • Provides administrative support to the Director, Associate and Assistant Directors, and other senior staff members
  • Performs administrative tasks including schedule keeping, timesheet approval, meeting logistics and notetaking, telephone communications, and supplies ordering including technology, equipment, furniture, etc
  • Provides support in preparing, maintaining, editing, and distributing departmental documents, adhoc signage, reports, statistics, spreadsheets, and Powerpoints
  • Assists staff with professional development logistics including conference registration, booking of travel and lodging, and reimbursement
  • Supports logistics for NYPL events including room approvals, facilities and A/V tickets, and catering
  • Maintains departmental records on paper and in Google Drive including invoices, contracts, job descriptions, and other documentation
  • Serves as a primary liaison with other units (e.g., HR, Payroll, Facilities, Security, Special Events, Communications); works to resolve any related problems or issues
  • Coordinates data collection and sharing with Communication, Budget and Strategy
  • Assists in maintaining communications distribution groups and departmental sites on LAIR and in Drupal
  • Performs related duties as required

Required Education, Experience & SkillsRequired Education & CertificationsBachelor’s degree; or in lieu of a Bachelor’s degree, a high school diploma and six years of relevant administrative experienceRequired ExperienceThree years of administrative experience in an office, library, museum, or educational settingRequired Skills

  • Successfully demonstrated ability to work tactfully and effectively with all levels of staff.
  • Excellent interpersonal, verbal and written communication skills
  • Excellent analytic and organizational skills
  • Strong personal computer skills including demonstrated proficiency with MS Office, Google Drive, eTime and database applications
  • Successfully demonstrated ability to work independently and under deadlines with minimal supervision in a collaborative team environment
  • Successfully demonstrated ability to exercise good judgment and discretion and to maintain confidentiality
  • Knowledge of or experience with humanities research preferred
  • Experience with a variety of applications used to support administrative and library functions, including but not limited to Workday, TripleSeat, Drupal, AirTables, scheduling applications (calendars and Doodle polls), project management software; Or experience with similar software programs that would demonstrate an ability to learn and adapt to new technologies preferred

More…Core ValuesAll team members are expected and encouraged to embody the NYPL Core Values:

  • Be Helpful to patrons and colleagues
  • Be Resourceful in solving problems
  • Be Curious in all aspects of your work
  • Be Welcoming and Inclusive

Work Environment

  • Public Research Library setting

Physical Duties

  • Light lifting required

Pre-Placement Physical Required?NoUnion/Non UnionNon-UnionFLSA StatusNon-ExemptSchedule

  • 35 hours a week, 9 am-5 pm, Monday to Friday
  • This is an onsite job

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.