Executive Office & Library Projects Coordinator

City of Grand Rapids•Grand Rapids, MI

2d•Hybrid

About The Position

This full-time position serves as a vital operational bridge between executive leadership, Board governance, and system-wide project execution. This professional position oversees and coordinates organizational efficiency in executive support, project coordination, and compliance operations. This position is expected to exercise a high degree of initiative, considerable judgement, and discretion in the performance of duties. Work is performed under supervision of the Library Executive Director and support from the Deputy Director, with significant independence over specified, standardized activity areas.

Requirements

Bachelor’s degree in Public Administration, Public Affairs, Business Administration, Nonprofit Administration, Project Management, or any equivalent combination of training and experience.
2 years of progressive professional experience in at least one of the following areas: coordinating executive/board operations, building administrative systems, applying project management methodologies, and/or coordinating cross-functional projects.
Possession of a valid driver license and vehicle insurance.
Ability to administer executive leadership meetings, executive calendars, and public board governance processes with high attention to detail and confidentiality.
Interpret and apply regulatory frameworks to job functions (Board of Library Commissioner Policy Manual, City Policies, Michigan Library Privacy Act, Freedom of Information Act, etc.).
Systematically track policy lifecycles and legal document retention timelines.
Apply structured project management methodologies to initiate, plan, execute, monitor, and close administrative and operational projects.
Record accurate, formal meeting minutes during public board and committee proceedings.
Build collaborative working relationships with a wide-range of stakeholders including cross-functional project teams, city officials, board members, and external partners.
Exercise independent judgment, project leadership, and problem-solving skills without close supervision.
Provide consistently friendly, accurate, and efficient service to GRPL patrons and staff; ability to make independent and reliable decisions related to patron experience.
Communicate professionally with diverse groups both verbally and in writing.
Set priorities and meet deadlines; adaptability and judgment to reprioritize as needed.
Perform standardized processes; ability to follow procedures in processing forms and other communication.
Understand systems and maintain an organized and effective work process; flexibility to review and improve upon processes as they become dated or new information becomes available.
Manage emotions in the workplace and maintain professional composure and judgment.
Work with a supervisor and process feedback regarding job performance.
Work occasional evening and weekend hours for board meetings or key strategic milestones.
Travel between GRPL locations.
Thorough knowledge of: Project management frameworks, scope/timeline tracking, and PM software platforms.
General office procedures, processes and equipment; ability to operate a variety of office equipment, including computer workstations, typical electronic devices, and software.
Modern executive office operations, executive meeting administration, advanced scheduling protocols, and Robert's Rules of Order/board minute procedures.
Records management principles, document archiving systems, and legal retention compliance.

Nice To Haves

Ability to communicate effectively in Spanish.

Responsibilities

Manages complex calendars, prioritizes competing commitments, and oversees scheduling for the Library Executive Director.
Directs agenda preparation, logistical coordination, briefing material distribution, note-taking, and action-item tracking for executive leadership and internal executive team meetings.
Coordinates public meeting logistics, prepares board packets, and records official minutes for Board of Library Commissioners meetings and committees; liaisons with departments to build progress reports for monthly board meetings.
Tracks grant lifecycles and application deadlines, coordinates cross-departmental documentation, monitors compliance and reporting requirements, and maintains centralized grant records.
Establishes and maintains the central institutional calendar system to keep executive, Board, City, and institutional deadlines synchronized.
Serves as the core project coordinator on the GRPL Planning Team, utilizing project planning tools to structure and track annual strategic plan implementation.
Implements, manages, and maintains project management software, central document repositories, and tracking systems across all executive and strategic operations.
Develops and delivers training, guidance, and standardized toolkits for GRPL's Major Project System, software tools, and best practices to build system-wide consistency.
Coordinates project schedules, monitors task completion, tracks dependencies, and maintains progress reports to ensure strategic key results are achieved on time.
Track resource dependencies and proactively flag potential delays in projects for executive leadership.
Maps task dependencies, documents workflow lifecycles, and continuously refines systems to reduce operational bottlenecks.
Manages policy updates as dedicated projects, utilizing a master review calendar to coordinate workflows across executive leadership and the City’s legal department.
Plans and executes systematic administrative records management programs, ensuring strict organizational compliance with legal document retention and disposal schedules.
Maintains secure file architecture and strict protocols when handling confidential personnel, legal, and board documentation.