Job Description

TitleReports to

LibraryCoordinatorDirector of the Library

Basic Job Functions

The LibraryCoordinator will provide high-level support for the Director of the LuEsther T. Mertz Library and departmentsthey oversee: Research & Public Services; Acquisitions & Technical Services; Special Collections, Archives & Rare Books; and Conservation & Digital Services. The Library Coordinator is responsible for general oversight of divisional and administrative details; ensures the successful coordination and execution of day-to-day office operations, including ongoing budget reconciliation and communication with patrons, customers,and vendors. Prepare reports, track budget information, and prepare expense reports.

Specific Duties & Responsibilities

• Provides administrative support for the Director of the Library and all staff as needed, as directed by the Director
• Monitors inventory of office supplies and the purchasing of new material with attention to budgetary constraints; assists with tracking of in-house member materials and premiums
• Processes bills, payments, check requests, and other documents; generates internal and external communications for the department; expedites IT, supply, and other requests
• Regularly tracks financial commitments and expenses related to subscriptions, dues, and maintenance contracts during the year.
• Schedules appointments and meetings; keeps calendars and covers phone lines; assists with payroll processing and maintains annual attendance tracking reports.
• Keeps divisional files up-to-date and in order.
• Prepares purchase orders and requisitions; prepares deposits of payments for services; prepares monthly statistical reports
• Coordinates organizing of the department’s tours, events, luncheons
• Assists with data input and extraction from financial reporting software
• Administers divisional contracts and agreements in accordance with Garden policies and requirements; ensures all potential contracts are fully vetted through proper channels
• Other related duties as needed

Qualifications

• Two years of experience in an administrative role in a not-for-profit organization; cultural institution experience preferred
• Strong varied computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet research skills
• Must possess excellent organizational skills and have the ability to handle a multitude of various tasks, as well as pay meticulous attention to details
• Must have a professional manner and the ability to multitask under pressure.
• Needs strong interpersonal and professional oral and written communication skills, and have the ability to function as a team player in a collaborative environment
• College, secretarial, or business school training

Physical Demands & Work Environment:

While performing the duties of this position, the employee is required, at minimum, to sit for extended periods.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Baseline Work Schedule:

Monday through Friday, 35 hours per week. 9am – 5pm.

Salary is commensurate with experience within the range of $60,000-$62,000.

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