Administrative Assistant, Adult Services

The New York Public Library•New York, NY

5d•$55,000 - $60,000•Onsite

About The Position

The Administrative Assistant at The New York Public Library (NYPL) will provide administrative support to the Deputy Director of Branch Programs and Services and the Associate Director of Technology Training Programs. The incumbent will be responsible for calendar management, including scheduling meetings in collaboration with other Administrative Assistants and Coordinators across the library. Also, the incumbent will support the Adult Services teams and work very closely with the Directors and Associate Directors on special projects and other ad hoc projects. We are looking for someone we can count on to: Own: Administrative support to the Deputy Director, Branch Programs & Services & Associate Director of TechConnect, as well as to the Adult Programs & Services (APS) team Communication within the APS team and to other NYPL departments The management of the Deputy Director’s calendar and scheduling of all meetings Scheduling of group meetings for Associate Director calendar Teach: Other NYPL departments the logistical needs of the APS department in a courteous and collaborative manner Learn: How to partner with a variety of NYPL departments including Purchasing, IT, Facilities, Book Ops, HR, and others External partners like association, vendors, trainers, and community organizations Improve: The maintenance of contacts, equipment, and device tracking lists Coordination of travel arrangements and processing of travel and expense reports Coordination and planning of departmental meetings and events Monitoring, tracking, and organization of office materials for the APS team Some expectations for this role are that within: 1 month, this person will: Build relationships with members of the Branch Programs and Services Department, as well as other Administrative Assistants and Coordinators across the Library Begin training to use G-Suite: Gmail, Google Docs, Calendar, Spreadsheet, Forms, Presentation, Service Now, and Workday. Attend monthly meetings to get acclimated with the directors and staff members of the department. 3 months, this person will: Work in partnership with other administrative assistants and coordinators across the library Learn and become familiar with using database or project management software used at the library Meet with the staff members at the President’s Office and other departments across the library. 6 months and beyond, this person will: Have completed training in the following areas: utilizing the calendar management in the office suites, as well as composing documents Be trained in managing purchasing and reimbursement transactions, generating expense reports, and other financial transactions Be acclimated and familiar with the Lair and understand the nature of the department, including the mission and purpose. Understand the Administrative Assistant role, including the duties and responsibilities.

Requirements

Associate's degree required or 2+ years of additional related experience
2+ years of experience working as an administrative assistant or related position
2+ years of experience providing direct support to leadership and their teams
Strong time and project management skills with the ability to handle multiple concurrent projects and assignments with a high degree of accuracy and attention to detail to meet deadlines in a high-pressure environment with minimal supervision
Strong commitment to high quality and productivity
Successfully demonstrated the ability to: pay attention to detail, follow through, work independently with minimal supervision in a collaborative team environment; exercise good judgment, discretion, and initiative
Demonstrated accurate typing skills and experience with standard business correspondence and proofreading standards
Advanced knowledge of Google Sheets and Microsoft Excel.
Demonstrated proficiency in the use of technology, including Gmail, Google Docs, Google Calendar, and online searching tools
Impeccable written and oral communication skills
Must be flexible, proactive, resourceful, and efficient with a high degree of professionalism and discretion
Handle sensitive information with care and judgment
Must be proactive in handling schedule and travel arrangements
Must be a team player and able to interact with various levels of clients both internal and external

Responsibilities

Communicate clearly and efficiently with internal and external colleagues
Coordinate the collection, compilation, and distribution of various reports, forms, and documents
Organize and manage departmental files, including maintaining contact, equipment, and device tracking lists
Draft and distribute general e-mails to mass groups regarding departmental updates and guidelines
Assist in monitoring department budgets and expenses, and track orders and expenditures using spreadsheets
Manage purchasing activities, including processing reimbursements, invoices, and purchase orders
Provide on-site and off-site logistics for events and meetings, including room reservation, setup, agenda preparation, and catering
Make travel arrangements and process travel and expense reports; serve as the recording secretary at various meetings
Perform other related duties as assigned

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