• Administrative Coordinator

    Location US-NY-Long Island City
    Job ID
    2018-10175
    # of Openings Remaining
    1
    Type
    Full-Time Regular
    Department
    Book Ops
  • Overview

    BookOps is the shared technical services collaboration between the New York Public Library and Brooklyn Public Library. BookOps coordinates the selection, acquisition, cataloging, processing, and distribution of library materials for the BookOps member libraries. As NYPL moves strategically toward More People Reading More it relies on BookOps to provide and facilitate access to reading materials for all of our neighbors.

     

    This position manages the day-to-day administrative operations for all units of BookOps and coordinates necessary shared administration of the Library Services Center building. It manages the communication of BookOps’ administration, maintains files, and coordinates purchasing, approval, and invoicing activities.

    Principal Responsibilities

    • Manage the calendars, communication, and logistics of the BookOps administrative team
    • Work with Payroll to maintain BookOps timesheet approval assignments and resolve timesheet issues
    • Monitor budgets and work with the financial management system and the Budget Office to prepare budget modifications, reports, and records
    • Serve as the secretary for the BookOps’ Board/Collaboration Committee
    • Coordinate meeting space scheduling and set-up for all units across the Library Services Center building

    Managerial/ Supervisory Responsibilities

    • Prioritize scheduling and communication and resolve related issues for the BookOps administrative team regarding all member libraries, including staff, senior management, internal units, patrons, and external vendors, and prioritize own workload within that context
    • Maintain confidentiality of important and sensitive information
    • Analyze budgets and advise administration on changes in allocation based on knowledge of spending trends and needs of BookOps administration and member libraries

    NYPL Core Values

    • Helpful
    • Resourceful
    • Curious

    Minimum Qualifications

    • Bachelor’s degree and successfully demonstrated administrative experience in a diverse, demanding work environment in a large non-profit organization; or an equivalent combination of education and experience
    • Successful experience with Microsoft Office and Gmail
    • Strong interpersonal and communication skills
    • Ability to prioritize and resolve problems

    Preferred Qualifications

    • Experience coordinating projects and communicating with internal and external stakeholders across complex organizations
    • Reliability, flexibility, and willingness to assume various duties and assignments

    Union / Non Union

    Non Union

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