Library Operations Administrative Coordinator

College of the Holy Cross
paid time off
United States, Massachusetts, Worcester
1 College Street (Show on map)
Dec 14, 2024
Library Operations Administrative Coordinator College of the Holy Cross Description Reporting to the Director of Library services, this position acts as an operations administrative coordinator for the libraries and to the Director and staff, with communications responsibilities. Overseeing key financial, operational, facilities, and communications functions, this position will respond to complex challenges through independent thinking and creative decision-making. Acting as the library's primary liaison to other academic and administrative offices across the College, this position will help coordinate information transfer, solutions to business and operational concerns, and events and activities for and utilizing library spaces. Provide advanced, independent, and complex administrative support for the Director of the Library and library staff. Develop goals and objectives that improve and make more efficient the business and administrative operations of the Library based on strategic data and assessment. Conceive, develop, and implement innovative and creative solutions leading to continuously improved services. Utilize data and feedback to help inform and drive change and sustain standard practices while evolving the culture, policy and procedures of the Library. Assist with library data collection including pulling and aggregating usage data from e-resource vendors and maintain spreadsheet of annual statistics to support ACRL and IPEDS reporting. Report IPEDS data. Manage multiple budgets totaling $4.8m, including revenue, restricted, endowment and operating funds. Create projections and creative solutions to maximize outcomes. Manage and address financial responsibilities for the library including generating vendor paperwork, negotiating purchases, invoices, and payments, and creating and maintaining financial records. Manage extensive and complex business operations for the four libraries. Employ a range of assessment, programming, and communication strategies to engage the campus community to expand and promote the reach of Library services. Develop outreach activities and communication to promote library programming, resources and services Coordinate and generate correspondence, mailings, and library documentation, and assist in developing promotional and operational materials in direct collaboration with graphic arts and communications including designing drafts of materials for review. Act as primary point of communications with other campus offices, faculty, students, and the public about library operations, activities, and concerns, including managing the social media presence of the Library and its staff. Manage all library facilities independently responding to issues including taking and recommending proactive steps in response to challenges. Initiate, create and coordinate work orders and follow to completion. Provide creative solutions to problems and concerns expressed by staff and users of the Libraries. Process payroll for non-exempt staff and enter time off for exempt staff. Schedule appointments for the Director. Keep apprised of Director's calendar so that meetings and appointments are scheduled without conflicts. Coordinate meetings for library committees. Participate in College and library committee work and attend meetings when appropriate. Coordinate and manage multiple often complex department sponsored special events, meetings and author events each year including, but not limited to, coordinating with internal and external people and organizations, making room reservations, identifying expenses, ordering food, creating multiple work orders and diagrams for Facilities, handling special requests, and making accurate and timely arrangements with sufficient lead time. Book meeting rooms and computer lab at the Library in support of administrative and academic department usage of Library spaces; maintain and post schedules of events that take place in Library. Responsible for maintaining inventory of office supplies for the 4 branch libraries. Professionally greet and assist all visitors, faculty, staff, and students. Assist, as needed, with opening/closing the building and processing of digital files. Other duties as assigned. Minimum Qualifications: Minimum of 3 to 5 years of experience working in a complex office environment; in a library; and/or higher education preferred; Bachelor degree preferred. Experience working independently Strong service orientation Excellent organizational skills; able to work across multiple tasks. Ability to provide high-level written and verbal communication. Budget or financial experience Ability to work with data Ability to work with diverse populations Ability to meet deadlines and prioritize diverse tasks Experience utilizing social media ADDITIONAL INFORMATION: This is a full time, non-exempt level position. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including: Tuition benefits Wellness programs & ongoing Training and Development opportunities Generous paid time off The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace. To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits APPLICATION INSTRUCTIONS: Please attach a cover letter addressing the position requirements along with your resume. In your cover letter please address how your work might support the College's mission as a Jesuit, undergraduate liberal arts college (see http://www.holycross.edu/mission) and its core commitment to diversity and inclusion. Please provide examples of any past work that illuminate your commitments in these areas. For more information, please visit the following website: http://holycross.edu/diversity. Review of applications will begin as received and continue until the position has been filled. To apply, please visit: https://jobs.jobvite.com/holycross/job/oAdSufwT jeid-c6be0b11a412874dbeb48cfa25da20fd