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Coordinator of Library Administration, Salem State University, Salem, MA

General Statement of Duties
Reporting to the dean of the library, the coordinator of library administration manages and coordinates the day to day administrative operations of the Berry Library. The coordinator supervises fiscal activities, processes all personnel actions, and coordinates facilities maintenance and planning for the library. The coordinator supervises purchasing activities for all materials, online resources, and supplies for a budget in excess of $1M. The position serves as confidential assistant to the dean in all matters relating to the general administration of the library, including budget planning, purchasing, payroll, personnel issues, space/room management, exhibits, event coordination, communication, and donor relations. The coordinator creates and contributes to reports, memos, brochures, publications, signage, the library webpage, and other communications. In the absence of the dean of the library, the coordinator represents the dean as assigned.
Duties and Responsibilities

  1. (E) Manage the day-to-day administrative needs of the Berry Library; oversee all fiscal, personnel, and facilities improvement activities for the library; assist the dean with all other operations of the library as necessary
  2. (E) Oversee all purchasing activity in the library to insure responsible stewardship and efficient use of resources
  3. (E) Supervise acquisitions and purchasing staff; maintain working relationships with vendors, monitor accounts, and follow university purchasing policies, procedures, and deadlines
  4. (E) Coordinate planning and logistical details for all library-sponsored special events including, but not limited to, room scheduling, catering, equipment needs, invitee list, signage, etc.
  5. (E) Review and approve room requests according to library policies for any non-library use of library study spaces, classrooms, and conference rooms; provide assistance to other campus units and external groups that are approved to use space for special events in the library
  6. (E) Lead and coordinate teams of library staff to work on specific projects, such as updating signage, planning events, etc.
  7. (E) Oversee the library's exhibit policies and programs; review applications for use of library space for exhibits and make recommendations to the dean
  8. (E) Coordinate the installation and promotion of exhibits with creators/sponsors of the exhibit, facilities, marketing, and any other campus partners
  9. (E) Provide assistance to the dean as well as to members of the Library Program Area, including assistance with travel requests, travel reservations, time and attendance sheets, and supply needs
  10. (E)  Act as a liaison and point of contact with Facilities, Information Technology, architects, engineers, and other appropriate agencies and individuals to maintain and improve facilities for library services and staff
  11. (E) Create regular comprehensive fiscal reports for the dean by gathering and verifying information from general accounting systems; provide recommendations for adjustments among multiple programs, accounts and funding sources
  12. (E) Prepare purchase orders and make purchases for the library using University purchasing cards as necessary
  13. Assist the dean with maintenance of donor lists and preparation of donor communications
  14. Collaborate with the coordinator of access services to review and recommend changes to library hours; prepare drafts of library hours for review by the dean
  15. In the absence of the dean of the library, may be asked to represent the library in discussions of budget, facilities, personnel, and other administrative issues
  16. Liaise with university police to resolve issues related to the key-card swipe doors and arrange for the library doors to be opened for special events
  17. Consult and collaborate with all areas of the library and the campus, as needed
  18. Promote a successful teamwork environment through exemplary leadership
  19. Maintain and augment professional knowledge and skills, through participation in professional development opportunities
  20. Contribute to college-wide initiatives and projects
  21. Demonstrate sensitivity to students, faculty and staff of varying racial, ethnic, religious, gender, cultural, disability, sexual orientation and socioeconomic backgrounds
  22. Serve as a role model and mentor for students as appropriate
  23. Perform related duties as assigned

Required Qualifications:

  1. Bachelor's degree or higher in relevant fields, such as business, management, English, communications, or library & information science
  2. At least 2 years of full-time or equivalent part-time experience performing similar administrative duties
  3. Experience supervising and coordinating the work of others

Preferred Qualifications:

  1. Master's degree in library & information science
  2. Proficiency with Microsoft Office applications, especially Word, Excel, and Outlook
  3. Previous budget management experience
  4. Experience providing confidential adminstrative support to senior leadership in an organization
  5. Experience working in a library and/or in higher education
  6. Experience writing content for web publication
  7. Experience using web authoring software and/or writing basic html
  8. Experience in coordinating and/or marketing events
  9. Experience with facilities planning, renovations and relocations
  10. Excellent attention to detail
  11. Excellent oral and written communication skills
  12. Apply creative problem solving skills to reach innovative and workable solutions

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