Administrative Coordinator

Administrative Coordinator

Job No: 498801
Work Type: Staff Full-time
Department: University Libraries
Location: Wilf Campus, 500 West 185th Street, NY, NY
Categories: Administrative Support, Library

Position Summary:

The Administrative Coordinator provides essential administrative support to the University Libraries, a department operating across two campuses. This role serves as a central point of contact for students, staff, faculty, and visitors, and supports library operations, communications, events, human resources processes, and facilities coordination. The Administrative Coordinator reports to the Director of University Libraries.

Position Responsibilities:

Administrative / Departmental Support

• Greet and direct students, faculty, staff, and visitors to public-facing library service points.
• Upload and manage library-related academic, personnel, or administrative files in the Banner Document Management System and other internal systems.
• Run reports for the Director of University Libraries and other department leadership, including usage statistics, staffing data, and instruction metrics.
• Assist with academic calendar-related projects, including library instruction scheduling and finals-week support planning.
• Coordinate and schedule library events, meetings, workshops, and guest speakers, including room reservations, catering orders, RSVP management, preparation of materials, and processing reimbursement forms.
• Oversee procurement processes, including ordering supplies, managing invoices, and vendor communication.

HR / Payroll Support

• Support the hiring process by submitting requests for new and replacement positions.
• Submit and track Human Resources employment changes in electronic systems.
• Create and maintain spreadsheets tracking hiring status and employment records for library staff and student employees.
• Oversee onboarding and hiring of student employees.
• Verify student hours in the timekeeping system for biweekly payroll processing.

Campus Management, Facilities, and ITS Coordination

• Request and coordinate rooms and shared spaces for library events, instruction sessions, and meetings.
• Support library facilities operations, including coordination of maintenance, repairs, furniture, and supply needs.

Experience & Educational Background:

• Associate degree required.
• Minimum of 1-2 years of administrative or office experience.
• High level of proficiency in Microsoft Office applications.

Skills & Competencies:

• Strong attention to detail, organizational skills, and ability to manage multiple priorities in a fast-paced environment.
• Effective oral and written communication skills, with the ability to interact professionally with students, faculty, staff, and external contacts.
• Ability to work occasional flexible hours to support library events and programs.
• Demonstrated ability to handle confidential information with discretion and professionalism.

Application Instructions:

To apply, please submit a resume and cover letter. All application materials must be uploaded through the Yeshiva University employment portal.

Salary Range:
$32.97 - $37.36 per hour