Assistant To The Vice President

The Pratt Library is in search of a dynamic Assistant to the Vice President who will work closely with the V.P and support the Enoch Pratt Free Library's Public Service Division's front-facing and internal operations. As an essential member of the team, the Assistant to the Vice President will liaison with members of the library's Executive Team, strategic partners, library board members and community-based organizations.
Department: Public Service Division
Minimum Salary: $53,881
Job Type: Full Time
Summary of Duties:
The summary of duties listed below is not exhaustive. Additional duties are dependent upon the needs of the hiring division.

• Coordinates meetings, projects, and manages all priorities for the Vice President.
• Provides executive coordination of the library's public service divisions (21 neighborhood libraries, Central library/State Library Resource Center, Programs, Mobile Services and Outreach, and internal processes (Digitization, Selections, Collection Management, statewide Interlibrary Loan, Cataloging, etc.)
• Assists the Vice President with the analyses and allocation of the library's budget from the various sources (state, city and private funding. Serve as the point of contact for the Vice President for their direct reports (Chiefs, Deputy Chiefs, SLRC Managers, etc.), staff.
• Prepares complex reports and presentations for the library's executive committee, the library's board, current and prospective partners, community-based organization as well as staff and customers.
• Provides management support for recruitment of professional, para-professional, and support staff for public services that includes continued monitoring of personnel relocation, promotions, vacancies, retirements, etc. for approximately 350 staff members.
• Supports and provides guidance to the administrative support staff of the Public Service Chiefs and Deputy Chiefs. Compiles and reports statistical data on library circulation, material usage and library card registrations.
• Manages the work process for the Vice President that includes: project management, fiscal and office software applications. Manages procurement requests and processes requests for the Business Office.
• Performs a broad array of administrative support, travel management, as well as preparation (and supporting preparation) of quality written documents, briefing notes, research summaries and presentations.
• Works collaboratively with colleagues that support the CEO, President of the Enoch Pratt Free Library Performs other duties as required.

Minimum Qualifications:

• A high school diploma or GED certificate.
• At least 3 - 5 years of experience assisting a C suite executive with experience performing and coordinating advanced complex administrative operations projects.
• Administration, business management or related fields of study preferred. Library office administration and coordination preferred.

Required Knowledge, Skills and Abilities:

• Ability to remain poised and flexible in a demanding or fast-paced work environment.
• Ability to maintain a high standard of decorum and professionalism, acting as a representative for the Vice President, and the Pratt Library.
• Strong organizational and prioritization skills with the capacity to pay specific attention to details.
• High personal standards of quality, accuracy and productivity are a must, as is the ability to function independently and as a team member.
• Knowledge of standard business formats for correspondence, narrative reports, and related materials. Familiarity and ease with the Internet, Microsoft Office software and Google applications.
• Excellent communication skills which includes the ability to express oneself verbally; the ability to compose correspondence; and knowledge of English grammar, spelling, and punctuation.
• Ability to maintain confidentiality of sensitive information and to master technical library vocabulary.
• Ability to use tact and courtesy when dealing with Library personnel, library and government officials, Library Board members, donors, and members of the general public.
• Ability to establish and maintain effective working relationships with a diverse population.

Position of Trust: Those under final consideration for appointment will be required to authorize the release of and successfully complete a criminal conviction check.
(We reserve the right to withdraw this posting at any time due to overwhelming response.)
Financial Disclosure: This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law.