Coordinator, Administrative Operations

Job Summary/Basic Function

Responsible for leading, coordinating, and executing a variety of projects at the direction of the University Librarian. This position will also be responsible for the administration of the University Libraries, including streamlining workflows and processes and overseeing front office operations. This position provides high-level support, coordination, and oversight of projects for the University Libraries and is a central point of contact for a variety of stakeholders. This role plays a crucial role in ensuring the coordination of activities and the efficient operation of the overall library.

Minimum Qualifications

• Bachelor's degree and two years of experience OR an Associate's degree and four years of experience OR High School Diploma or GED with at least 6 years of experience in customer service, project management, office coordination/management or an equivalent combination of education and experience.
• Strong communication skills (both written and oral).
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), and other relevant software.
• Exceptional organizational and time management skills.
• Ability to multitask, prioritize tasks, and adapt to changing priorities.
• Discretion and confidentiality in handling sensitive information.
• Positive attitude, proactive mindset, and a willingness to take on new challenges.
• Proficient in the operation of standard office equipment, such as a multi-line phone, fax, and copier.

Preferred Qualifications

• Experience in a university setting.
• Experience in coordinating student-centered programs/activities.

Essential Functions and percent of time

50% Administrative Support/Office Management

• Provides administrative support of the University Librarian to include: scheduling and preparing meetings, preparation of correspondence and reports and, as directed coordination of the University Librarian's initiatives and special assignments.
• Coordinates and directs the general management of the office by exercising functional leadership and problem-solving skills, carrying out a broad and complex set of assignments, and taking appropriate independent action as needed.
• Investigates, resolves, or redirects problems/concerns that come before the University Librarian.
• Organize process documents and develop workflows with a target of improving quality, reducing costs or increasing productivity to improve efficiency and customer satisfaction.
• Prepares and maintains confidential correspondence and documents related to personnel, contracts and professional service agreements.
• Monitors and tracks document flow in and out of the office, including maintenance of records and files.
• Manage complex calendars, schedule meetings, and coordinate travel arrangements.
• Track and reconcile foundation accounts, donations, and book funds
• Process daily circulation deposits and ensure accurate financial reporting

20% Project Management and University Libraries Relations

• Provides high-level support in the management and oversight of projects for the University Libraries' administration offices.
• Collaborates with library leadership on project initiatives. Assist in the development of detailed project plans, including timelines, milestones, and resource allocations and coordinates project activities, ensuring adherence to established timelines and budgets.
• Monitors progress and identifies potential issues, and implements appropriate corrective measures and facilitates regular project meetings and provides updates to stakeholders.
• Serves as a central point of contact for project stakeholders, including staff, faculty, students, and external partners. Fosters effective communication channels to ensure stakeholders are informed and engaged.
• Supports campus event logistics by assisting in the planning, scheduling, and coordinating activities to meet deadlines and helping to identify event needs, staff, or finances by reviewing event objectives and schedules.
• Assists with developing programs, agendas, and budgets for library events/outreach
• Demonstrates commitment to continuous quality improvement, providing outstanding service to a variety of university stakeholders.
• Coordinates campus support, and assists with planning for campus meetings, team building and networking events.

20% Campus Communication/Outreach

• Prepares and distributes library-related communication. Works with relevant stakeholders to ensure consistent messaging and timing.
• Handles sensitive issues that require confidentiality.
• Uses discretion and independent judgment to respond to inquiries and concerns.
• Responds to inquiries from internal and external constituencies as appropriate, meets with unscheduled visitors, and provides a response or makes referrals to appropriate areas.

Essential Functions and percent of time (cont'd)

10% Other related duties

• Other Duties as assigned.

Working Conditions

Fast-paced office environment. Some evenings and weekend events. ...

First Consideration Date: 04/20/2026

Open Until Filled: Yes