Administrative Coordinator

JOB DESCRIPTION

The Administrative Coordinator, Special Collections and Library Events is an essential part of the administrative team for the John Hay Library and provides specialized administrative support to the Associate University Librarian for Special Collections and Director of the John Hay Library and general administrative support for the John Hay Library.

This support includes high-level, direct support to AUL / Director with calendar management, including coordinating appointments with large groups and individuals, arranging travel, proofreading and formatting documents, and assisting with project management.

Additional responsibilities include providing meeting support, inventory management for archival and general supplies, maintaining a master workflow manual for special collections, assisting students and staff with onboarding processes, and handling regular financial transactions and contract management.

The Coordinator is relied upon to research, analyze, and resolve a wide-range of tasks to support the AUL / Director in high-level administrative work including budgeting, grant applications and reporting, and other special projects as needed.

The Coordinator also contributes to Library-wide event planning and management (in-person, virtual, and hybrid) under the direction of the Director of Library Communications and Public Programs, who is part of the Office of the University Librarian.

The Coordinator monitors event budgets and liaises with internal offices as well as campus and external vendors and community members to ensure events run smoothly.

Occasional early morning, evening, and weekend hours are required.

Major Responsibility : Provide administrative support to Associate University Librarian for Special Collections and Director of the John Hay Library %

Supporting Actions :

Provides administrative support (including information requiring confidentiality) for the Associate University Librarian (AUL / Director) for Special Collections and Director of the John Hay Library.

Proactively manages the AUL / Director’s schedule and calendar, including the coordination of all internal and external requests for meetings;

facilitates meeting requests for the Assistant Director of the John Hay Library and University Archivist as needed.

Provides administrative support to various committee meetings, including creation of agendas, recording minutes, and supporting logistics.

Ensures AUL / Director is prepared for meetings so that meetings are efficient and productive; attends meetings as requested, takes and distributes minutes, generates action item lists, and follows up to ensure that agreed upon actions are taken.

Major Responsibility : Manage and troubleshoot event logistics %

Supporting Actions :

Works with Library staff, other University offices, and others, to coordinate event logistics for large events, including management of complex logistics that are necessary to allow Library and non-Library events to successfully occur.

Submits requests to vendors and other outside offices for needs not covered by Library resources.

Communicates with University and non-University people to ensure that all relevant parties are aware of logistics and responsibilities throughout the event cycle.

Estimates costs and manages events within budget.

Provides access to Library facilities and resources as required.

Manages departmental and non-departmental space requests using good judgment and diplomacy.

Researches and proposes venues, food and beverage options, and room and equipment set-ups appropriate to support event objectives

Makes room reservations and places requests for catering, facilities, custodial and media services.

Work Location : Location of Position : If Remote, please specify exact working address : John Hay Library, Prospect St. Position Classification : Onsite, Hybrid and Remote Hybrid day remote, must be onsite Wednesdays and other days What is the reason / justification for this need?

This is a busy time in the semester, and the Associate University Librarian for Special Collections and Director of the John Hay Library needs to maintain administrative support while a search is underway for a permanent hire.

The current Administrative Coordinator is leaving Client on March . What is the estimated duration for this business need?

Three months FLSA : exempt or non-exempt? non-exempt What is the desired Start Date? ASAP or by March What is the expected End Date?

June , What are the daily hours (schedule) for this role? ( -, -)? -, four days a week onsite; one day can be remote. Job Requirements : Type of experience needed?

Administrative, especially calendaring and meeting support (catering orders, meeting setup) Number of years of experience needed?

Minimum education requirement? Associates degree or combined experience

Job Responsibilities : Are there any specific tools the resource will need to know how to use? Zoom, Google suite, Microsoft Office suite, ability to learn specific systems at Client like Workday What is the ideal personality for someone in this role?

Patient, gracious Provide the TOP must have skills? Calendar management

Meeting support

Comfort ordering and setting up catering Which skills are nice to haves ? Experience with enterprise systems like Workday, familiarity with ordering and organizing office supplies, ability to staff events Any Additional Information?

Could potentially be a contract to hire position. They are posting FT as well. They would need to undergo the Client process when converted.

Ability to work with diverse population of students and colleagues.