Administrative Coordinator, Schomburg

Administrative Coordinator, Schomburg

Department: Research Libraries

Employment Type: Full Time

Location: Schomburg Center

Reporting To: Kevin Matthews

Compensation: $64,000 - $67,000 / year

Description

Overview

Founded in 1925 and named a National Historic Landmark in 2017, the Schomburg Center for Research in Black Culture is one of the world’s leading cultural institutions devoted to the collection, preservation, and study of materials focused on African American, African Diaspora, and African experiences. The Schomburg Center, featuring diverse programming and collections spanning over 11 million items, has for over nine decades illuminated the richness of black history, arts, and experience worldwide. As a key part of one of the largest public library systems in the world, the Schomburg Center is committed to maximizing free and public access to its collections, exhibitions, educational activities, and much of its programming.

Reporting to the Deputy Director of Operations and External Engagement, the Administrative Coordinator is responsible for ensuring the execution of administrative tasks vital to Schomburg’s operations and supporting special events, projects, and programs by assisting colleagues in processing payments and honoraria for program participants, travel booking, and details related to special programming.

The Administrative Coordinator works across Schomburg departments and divisions, such as Rentals & Special Events, Public and Education programs, and manages administrative duties for Schomburg fellowship programs including the Scholars-in-Residence and Lapidus Fellows programs. The candidate must possess strong written and verbal communication skills along with impeccable time management and strong attention to detail.

We are looking for someone we can count on to:

Own :

• The administrative tasks and operations for the Schomburg Center departments and divisions

• Administrative oversight for Scholars-in-Residence and Lapidus fellowship programs

• Onboarding process for new Schomburg hires

Teach :

• Team members about Schomburg/NYPL policies and procedures

Learn:

• The complexities and unique aspects of Schomburg administrative functions

• Internal and external applications and procedures to improve our services

Improve :

• Administrative functions to make more efficient

• Internal and external communication of information related to programs and initiatives

• Recording and archiving of department services and initiatives

Some expectations for this role are that within:

1 month , this person will:

• Become acquainted with the structure of the Schomburg

• Have knowledge of the departments, divisions, and team members they will support and keys spaces in building

3 months , this person will:

• Understand and continue to learn systems necessary for Schomburg operations

• Understand and continue to learn dependencies within the NYPL. including accounts payable, payroll, procurement, etc.

6 months and beyond , this person will:

• Create systems that improve and make Schomburg’s administrative functions more efficient

• Have connected with internal and external people, vendors, and partners

• Be fully engaged in Schomburg initiatives and programming cycle

Responsibilities

Under the supervision of the Deputy Director of Operations & External Engagement, the Administrative Coordinator will be responsible for the following tasks multiple divisions:

• Manage the daily operation of the Scholars-in-Residence Program and its’ Scholars Center, and support activities for Lapidus Center, Operations, and Education

• Manage the onboarding process for new Schomburg staff

• Prepare check requisitions and reimbursements, fellowship stipends, selection committee and speaker honoraria, and arrange travel and accommodations as needed

• Arrange logistics for weekly Scholars seminars and Schomburg special events

• Support the fellowship application and selection committee processes

• Manage logistics for the annual Schomburg Mellon Summer Humanities Program, Harriet Tubman Book Prize, and biennial Lapidus Center Conference

• Prepare check requisitions and supplies for Junior Scholars classes and programs

• Coordinate advertisements and information about fellowship competitions and events

• Administer payment for part-time research associates, teachers & summer mentors

• Support and connect Schomburg group tours with Schomburg Volunteers and Education

• Regularly monitor emails for Schomburg tours, Scholars-in-Residence, and Lapidus Center daily

• Maintain department records and coordinate information updates online and in print

• Maintain office, conference room and hospitality supplies in concert with other staff

• Work collaboratively with department managers on other related tasks as directed

Required Education, Experience & Skills

Required Education & Certifications

Associate’s Degree

Required Experience

• 3-5 years administrative experience in fast-paced setting or previous office management experience

• Proven ability to work with diverse populations

Required Skills

• Excellent written and verbal communication

• Ability to work independently and in collaboration with others to complete goals

• High proficiency in Microsoft Office and Google Workspace

• Knowledge of requisition and purchase order processes and payroll documentation

• Detail oriented, organized, professional, efficient, and collegial

• Excellent customer service skills

Managerial/Supervisory Responsibilities

None but may oversee the weekly hours of part-time researchers

More...

Core Values

All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues

• Be Resourceful in solving problems

• Be Curious in all aspects of your work

• Be Welcoming and Inclusive

Work Environment

• Office setting

• Public research library and archive setting

Physical Duties

• Limited physical effort is required

• May require travel within NYC

Pre-PlacementPhysical Required?

No

Union/Non Union

Non-Union

FLSA Status

Non-Exempt

Schedule

• 35 hours a week

• Mostly Monday-Friday, 10am-6pm

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public LibrarySalary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).