• Administrative Coordinator, Library of Performing Arts

    Location US-NY-Manhattan
    Job ID
    2018-10172
    # of Openings Remaining
    1
    Type
    Full-Time Regular
    Department
    PAA, LPA Administration
  • Overview

    Under the supervision of the Deputy Director, the Administrative Coordinator will be responsible for a broad range of general office duties, including those of a confidential nature. Provides operational coordination, administrative support, and project management for the Deputy Director and department including secretarial support activities of the office; may administer a defined program initiative under general supervision.

    Principal Responsibilities

    • Provides assistance and support to the Deputy Director in problem solving, project planning and management, and development and execution of stated goals and objectives.
    • Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation; coordinates necessary shared administration of the Library of Performing Arts building for meetings, room schedules, supplies and related LPA needs.
    • Manages incoming communication, maintains files, and coordinates purchasing, approval, and invoicing activities.
    • Provides support to the office, to include handling in-person, email and telephone interactions, calendar management and travel arrangements, screening, assessing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support, as needed.
    • Performs research and analysis on specific issues, as required, and independently prepares non-routine analyses, letters and/or reports, which may be highly sensitive and confidential in nature. Performs analysis on LPA data (e.g., financial, visitation, materials use, etc.) to support this work.
    • Oversees the operation of office accounts, and plans and monitors expenditures, as appropriate.  Monitors budgets, working with the financial management system and the Budget Office to prepare budget modifications, reports and spreadsheets.
    • Serves as a primary point of direct administrative contact and liaison with other offices, individuals (e.g., inputs HR and Payroll actions in Workday and eTime); works with office contacts to resolve any related problems or issues.  
    • Performs miscellaneous job-related duties as assigned.

    Managerial/ Supervisory Responsibilities

    • Assists with managing difficult interpersonal situations
    • Assists Director with budget planning

    NYPL Core Values

    Helpful

    Curious

    Resourceful

    Minimum Qualifications

    • Bachelor’s degree in Arts or Humanities and 2 years’ relevant experience in an arts environment or not-for-profit, or an equivalent combination of education and experience. Must include  prior experience maintaining complex budgets
    • Intermediate to advanced computer skills; familiarity with a variety of PC-based software applications (e.g., MS Office, Google Docs) and library catalogs and calendars
    • Excellent organizational, problem-solving, written and verbal communication skills; ability to prioritize and handle multiple projects simultaneously
    • Strong interpersonal, verbal and written communication skills, including the ability to interact successfully with Library staff, senior management, patrons, external vendors, and other Library units with ability to maintain confidentiality of important and sensitive information   
    • Strong organizational skills and project management skills, including the ability to coordinate multiple tasks simultaneously in demanding environment
    • Demonstrated reliability, flexibility and willingness to assume various duties and assignments

    Preferred Qualifications

    • Bachelor’s degree and 3+ years’ work experience in administration of arts or humanities organization
    • Familiarity with Workday preferred
    • An active interest in one or more performing arts subject areas is highly desirable

    Work Environment

    Office environment

    Physical Duties

    • Prolonged periods of sitting
    • Standing
    • Walking
    • Lifting less than 10 lbs

     

    Union / Non Union

    Non Union

    Options

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