Administrative Assistant - Rockefeller Library

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation. Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D Rockefeller Jr Library. Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About the Position

The position is responsible for providing administrative support for the John D. Rockefeller Jr. Library. The position reports to the library director and is responsible for maintaining departmental files, coordinating correspondence, providing general administrative, financial, and program support for library staff and functions. The position plays a key role in donor and patron relations.

Essential Functions:

1. Provides overall administrative support to Director and Library staff; formatting correspondence; tracking Friends of the Library gifts and renewals; communicating information to staff; ordering supplies and preparing purchase requisitions for services; preparing check requests for library purchases; tracking gift fund account balances; preparing meeting agendas; processing applications for 24-Hour Library access; coordinating staff activities; planning social and recognition events; reporting building maintenance issues; tracking and following up on IT issues; maintaining office files; distributing departmental mail, updating bulletin board.
2. Responsible for reviewing oral history recordings, completing accurate transcriptions of audio interviews, indexing, and preparing oral histories for binding. Maintains and assists in creating oral history project correspondence.
3. Works circulation desk as needed.
4. Maintains department equipment and ensures updated agreements are in place; maintains supply inventory.
5. Answers telephone and assists callers and guests as necessary. Takes requests for information by phone, email, and in person from all levels of Colonial Williamsburg employees and outside patrons and refers to the appropriate staff member indicating urgency.
6. Prepares monthly Square report for accounting.
7. Compiles monthly volunteer hours for volunteer program director.
8. Maintains the Library IT Asset Inventory.
9. Assists director with activities relating to the Rockefeller Library Emergency Response plan.
10. Performs other related duties as assigned.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Required and Preferred Education and Experience:

Required:

• Educational equivalent of high school graduation or G.E.D. supplemented by strong word processing skills plus three years progressively responsible office work experience, or any combination of experience and education that fulfills the requirements;
• ability to work in a fast-paced office environment with changing priorities; proficiency in proper use of English language;
• ability to work independently exercising sound judgement; ability to establish and maintain effective work relationships;
• ability to interact effectively with others; ability to adapt to changing work priorities;
• ability to understand and follow instruction; ability to communicate well orally and in writing;
• demonstrated dependability, punctuality, efficiency and confidentiality.
• Working knowledge of computer in the Windows environment, familiarity and experience using the Microsoft Office suite with emphasis in word processing (WORD), spreadsheet (EXCEL), database (Access) software packages, Laserfiche imaging system, and Alma/ExLibris library system.
• Requires strong customer service skills, independent judgment, and initiative.

Preferred:

• 1-3 years’ experience working in a library providing program and administrative support.

Qualifications: 

• Ability to work independently and exercise sound judgment;
• ability to communicate effectively orally and in writing; ability to read and comprehend;
• ability to understand and follow instruction;
• ability to adapt quickly to changing work priorities;
• ability to establish and maintain effective work relationships;
• demonstrated dependability, productivity, attention to detail, punctuality, and efficiency.
• Must be able to work with confidential records, working knowledge of computers in the Windows environment, familiarity and experience using the Microsoft Office suite with emphasis in word processing (WORD), spreadsheets (EXCEL), and databases (ACCESS) software packages.
• Demonstrated understanding and commitment to Inclusion, Diversity, Equity, and Accountability (IDEA).