Digital & Technology Operations Coordinator

Huntington Public Library • San Marino, CA

1d • $28 - $31 • Onsite

About The Position

The Digital & Technology Operations Coordinator owns the administrative, operational, and project infrastructure that keeps the Digital and Technology division running smoothly. This role is a connective hub for the team—a proactive, resourceful, and exceptionally organized partner who anticipates needs, moves work forward independently, and makes things happen before being asked. The Coordinator reports to the VP of Digital and Technology and works across all Digital and Technology specialties, including IT operations, Integrated Systems, Digital, and Audio Visual, to support project and roadmap management, daily operations, budget administration, logistics planning, and ongoing reporting. A successful Coordinator is known as the person the entire division relies on to keep things organized, on track, and well communicated. The ideal candidate is highly organized, thrives on variety, exercises sound independent judgment, and enjoys solving problems proactively.

The Huntington Library, Art Museum, and Botanical Gardens is one of the world’s great cultural institutions. The Digital and Technology division is central to The Huntington’s strategic plan, actively building a world-class technology stack that supports the institution’s collections, research programs, and public mission. This role sits at the heart of that work, helping ensure the division operates at its best as we scale.

S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.

Requirements

• Strong organizational skills with demonstrated ability to manage multiple competing priorities and deadlines independently.
• Ability to distill complex information into clear, audience-appropriate summaries, with excellent written and verbal communication skills across all levels of an organization
• Proficiency with Microsoft Office Suite (particularly Excel and PowerPoint)
• Experience with or strong aptitude for project management and work-tracking platforms (e.g., ClickUp, Trello, FreshService).
• High degree of discretion and professionalism when handling sensitive, confidential, or board-level information.
• Strong attention to detail in documentation, recordkeeping, and follow-through on action items.
• Ability to build collaborative working relationships across teams, divisions, and stakeholder groups, including board members and senior leadership.
• Bachelor’s degree or equivalent combination of education and relevant experience.
• 1-3 years administrative, operations, or coordinator experience, preferably in a technology, cultural, nonprofit, or higher education environment.
• Demonstrated experience supporting budget administration, procurement, or invoice processing.
• Experience coordinating meetings, events, or committee logistics, ideally including board or executive-level stakeholders.
• Experience generating and formatting reports from business platforms (e.g., CRM, ITSM, or analytics tools); ability to work with data in Excel or comparable tools to produce clear summaries and surface notable trends
• Experience maintaining shared documentation environments (e.g., SharePoint or comparable intranet/shared drive platforms); demonstrated ability to keep team knowledge organized, current, and accessible.

Nice To Haves

• Prior experience in or exposure to a technology department or IT organization, interest in or curiosity about technology in general.

Responsibilities

• Serve as the division's primary point of contact for day-to-day administrative coordination, functioning as the operational hub of the Digital & Technology division
• Assist the VP with scheduling and coordination, including liaising with teams across the institution on meeting logistics
• Answer and relay phone calls and messages on behalf of the VP; track follow-up items and deadlines on the VP's behalf and flag when action is needed; draft correspondence or follow-up communications when requested
• Assist the VP in preparing drafts of presentations, briefings, and internal communications.
• Support the VP in preparing for division-wide team meetings and retreats, including agenda development, logistics coordination, and follow-up documentation.
• Coordinate logistics for division meetings and events, including cross-divisional meetings, technology office hours, and staff training sessions; responsibilities include scheduling, room reservations, catering coordination, and materials distribution
• Support onboarding logistics for new division staff, including equipment coordination, access coordination, and orientation scheduling.
• Under the guidance of the VP, and in consultation with IT department leads, maintain the divisional roadmap and project tracking tools, ensuring project status, milestones, and ownership are current and accurate.
• Support coordination of cross-functional initiatives by tracking action items, deadlines, and dependencies, and following up with owners as needed.
• Serve as the division’s point of contact for cross-divisional administrative coordination and institution-wide administrative working groups as relevant.
• Assist the VP in generating regular divisional and institutional reports; flag notable trends or anomalies that may warrant attention
• Track reporting schedules and proactively keep the VP on cadence with regular analytics reviews; compile and format data from relevant platforms into clear summaries and dashboards
• Maintain documentation and archives of divisional reports, metrics, and performance data.
• Work with the VP to develop and maintain budget planning documentation, including annual budget preparation support and ongoing tracking against actuals.
• Monitor divisional spending, flag variances proactively, and maintain organized budget records in coordination with Finance.
• Prepare budget summaries and supporting materials for leadership review.
• Support the IT support team with triage and routing of incoming support tickets, ensuring timely acknowledgment and follow-up with staff.
• Assist in drafting and distributing all-staff IT communications such as maintenance notices, system updates, and outage notifications.
• Maintain and coordinate the division's internal knowledge base, ensuring documentation is current, well-organized, and accessible; work with team leads to establish contribution workflows and accountability across all division teams
• Manage procurement processes for the division, including vendor coordination, contract administration, purchase order initiation, order tracking, and distribution.
• Process invoices, requisitions, and procurement card transactions on behalf of the division and coordinate with Finance on payment status, coding, and reconciliation.
• Administer telecommunications accounts and services for the division, serving as the primary liaison with the telecom vendor for account changes, device logistics, service plans, and billing.
• Administer the organization's printer and copier lease, including vendor coordination, service requests, supply management, and liaison with Finance on billing and contract renewals.
• Maintain a divisional vendor registry, including contract renewal dates, and coordinate with Legal on agreements as needed.
• Maintain an organized record of divisional subscriptions and software licenses.
• Maintain and curate the division's shared drives and team intranet pages, ensuring content is organized, current, and accessible; manage divisional shared calendars and support internal communications by drafting and distributing updates and announcements as needed
• Coordinate internal team documentation and ensure divisional knowledge is well-structured and easy to find
• Support the VP’s role as staff lead for the division's assigned board committee, managing all administrative logistics end-to-end for three committee meetings per year, including scheduling, venue or virtual platform coordination, and board member communications
• Anticipate the VP's preparation needs and proactively ensure materials, agendas, and briefings are ready ahead of key deadlines; draft and distribute meeting agendas and briefing materials under the VP's direction
• Record and distribute accurate meeting minutes; maintain committee records and follow up with the VP on outstanding action items between meetings
• Ensure compliance with institutional protocols related to board communication, documentation, and recordkeeping
• May perform other related duties as assigned.

Benefits

• Medical, Dental, Vision
• 403(b) retirement plan and matching retirement plan with an outstanding employer match
• Considerable paid time off, including annual leave, sick leave, and holidays
• Discounts for staff in The Huntington Store and restaurants
• Free admission to various museums and cultural institutions
• Free passes each month to welcome family and friends to visit the grounds

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree