Library Administrative Coordinator

Wentworth Institute of Higher Education•Boston, MA

23h•$26 - $30•Hybrid

About The Position

The Douglas D. Schumann Library & Learning Commons seeks a highly organized, customer and detail-oriented individual to fill the role of Library Administrative Coordinator. Reporting to the Library Director, and working closely with library colleagues throughout the department, this role provides clerical and administrative support for the Schumann Library on a variety of fronts. This is a full-time, benefited position that supports scheduling, budgeting, interdepartmental communication, and event planning and coordination. This is a majority on-site position; the typical weekly schedule will be four days fully on-campus, and one-day fully remote.

Requirements

Proven and demonstrable commitment to providing excellent customer service.
Excellent verbal and written communication skills, with the ability to build and maintain professional, collaborative, and diplomatic relationships with campus constituents and external partners.
Demonstrated commitment to advancing the college’s values of inclusive excellence, diversity, equity, access, and belonging.
Familiarity with basic accounting practices, budget administration, and fiscal management processes.
Proficiency with standard office productivity software and the ability to learn and effectively utilize specialized library and institutional systems.
Strong administrative and office support skills, including proofreading, business writing, and the application of appropriate grammar, spelling, and correspondence standards.
Exceptional organizational skills, meticulous attention to detail, and the ability to manage multiple priorities while meeting deadlines in a fast-paced environment.
Demonstrated ability to prioritize responsibilities, respond effectively to interruptions, and maintain productivity in a dynamic, collaborative work setting.
Ability to exercise sound judgment, initiative, and problem-solving skills with an appropriate level of independence.
Capacity to respond effectively to unexpected situations and changing circumstances while exercising independent judgment within established policies and procedures.
High degree of professionalism, discretion, and integrity, with a demonstrated ability to handle confidential and sensitive information appropriately.
Flexibility and adaptability in managing evolving priorities, operational needs, and organizational objectives.
Minimum of Associate’s Degree required.
Minimum of 1-3 years of experience providing administrative support in a professional office environment.
An equivalent combination of relevant education, training, and professional experience may be considered.

Nice To Haves

Experience working in a library, academic library, or related educational environment.
Familiarity with emerging technologies in administrative and scheduling support.
Willingness to participate in campus partnerships and outreach initiatives on occasional evenings and weekends.

Responsibilities

Serve as the primary administrative support resource for library operations.
Coordinate meeting room scheduling, support recruitment activities, and facilitate employee onboarding and orientation processes.
Deliver administrative support to library staff as needed to ensure efficient departmental operations.
Coordinate reimbursement processing and maintain related documentation for staff, employment candidates, and visitors.
Provide comprehensive administrative support including calendar management, meeting coordination, note-taking, special project support, Microsoft SharePoint organization, and records maintenance.
Act as a principal liaison for contractors and service providers.
Monitor library budgets and expenditures to ensure financial accuracy, fiscal responsibility, and compliance with institutional policies.
Reconcile monthly expenditures and credit card statements in a timely and accurate manner.
Manage purchasing activities, including order placement, receipt of goods, and invoice processing in accordance with established procedures.
Lead the coordination, maintenance, and ongoing management of library staff schedules in collaboration with library administrators.
Ensuring the library website and departmental calendars reflects the most up-to-date library operating hours and events.
Coordinate facility maintenance requests, custodial services, and repair activities to support the effective operation of library spaces.
Serve as the primary liaison between the Library and maintenance and custodial personnel.
Serve as the primary liaison between the Library and the Copy Center to facilitate service requests and operational needs.
Monitor library equipment to ensure proper functionality and arrange maintenance or repairs as necessary.
Maintain inventory levels and oversee the ordering of library-owned office supplies.
Collaborate with DTS to oversee computer maintenance and repair services.
Serve as the primary point of contact for student and campus partner requests related to library programming and room reservations.
Assist with the planning, budgeting, and logistical coordination of special events, including staff recognition activities and library programming space scheduling.