Library Administrative Coordinator

POSITION: Library Administrative Coordinator

REPORTS TO: Director of the Library

STATUS: Full-time, Exempt, On-Site Work Environment

RANGE: $60,000 – $64,350

Brooklyn Law School Library seeks an Library Administrative Coordinator to provide comprehensive support to the Director of the Library, ensuring the effective implementation of administrative and personnel policies across all library departments. Primary responsibilities are outlined below, with flexibility to assist in additional tasks as needed. The ideal candidate will have excellent communication and interpersonal skills, strong organizational abilities, and attention to detail. This role requires the ability to manage multiple priorities independently and professionally in a dynamic environment.

Duties:

• Budget and Resource Planning: Assist the director in preparing budget requests and preparing proposals by compiling and organizing all required supporting documentation.
• Communication: Ensure that staff members are notified of new policies or changes in present policies and procedures.
• Data and Records Management: Manage and maintain records related to library operations, department initiatives, and user feedback, ensuring accurate and timely submission of narrative and statistical reports. Oversee the library’s filing and follow-up control systems, manage the library SharePoint for departmental documentation sharing, and upload faculty publications to the library's digital scholarship repository.
• Financial and Procurement Support: Maintain accurate financial records for library operations, including tracking expenditures, assisting with budget reconciliation, and preparing and processing orders for supplies, equipment, and services. Manage the upkeep of the Integrated Library Management System by collaborating with the Acquisitions Librarian on acquisitions and serials records. Prepare and code invoices for the Director's approval, update Koha acquisitions records, and create transmittal sheets for submission to the Finance Department. Review and ensure accuracy of expense forms, enter expenses into the library management system, and submit invoices to Accounts Payable. Prepare monthly credit card statements and track payments and invoices in self-service systems against voucher registers and submissions.
• Operational Support: Monitor library facility maintenance needs, submit service requests, ensure library cleanliness and functionality. Oversee the repair and upkeep of library equipment, including moveable stacks, people counters, and other essential assets, by coordinating with the Associate Librarian for Public Services as well as service providers or maintenance teams. Order office supplies for library work.
• Human Resources and Personnel Support: Provide comprehensive administrative support for library personnel processes, including coordinating hiring activities, maintaining and organizing confidential personnel files, and managing documentation for promotions, and performance appraisals. Track and schedule vacation, leave, and other time-off requests while managing the ADP timecard system for accuracy and compliance. Facilitate onboarding for new hires by organizing orientation schedules, preparing required documentation, and assisting with initial training. Handle all sensitive information with discretion and ensure confidentiality in personnel and payroll records. Provide insights and recommendations to the director on various personnel actions such as assessments and scheduling. Maintain and track the Library Director’s calendar and library administrative schedules, including meetings, vacations, sick leave, remote and in-person work schedules, and other key events. Manage the ADP timecard system for approximately 40 library staff, ensuring accurate record-keeping of vacation, personal leave, and other absences.
• Project Management and Coordination: Maintain a centralized list of library projects, tracking their progress and ensuring alignment with organizational goals. Coordinate with library departments to identify ongoing projects, gather updates, and provide the Director with regular status reports. Prepare and maintain project documentation, including proposals, progress summaries, and final reports. Assist in creating and monitoring project timelines.
• Event Planning and Program Coordination: Coordinate and support library events, staff meetings, workshops, and special programs by managing logistics such as booking spaces, arranging materials, and overseeing photocopying and printing needs. Maintain and update lobby display cases with the latest faculty publications to promote engagement and visibility.
• Additional Responsibilities: Perform other related duties as assigned to support the effective operation of the library, including providing circulation desk coverage, assisting with special projects, adapting to evolving organizational needs, and contributing to initiatives that align with the library’s strategic goals.

Required:

• Associate degree with a minimum of three (3) years of relevant business or administrative experience, or an equivalent combination of education and experience. Demonstrated knowledge of personnel practices, accounting and budgeting principles, and coordination of office operations. Experience managing diverse business functions within a department, including finance, budgeting, human resources, facilities, and policy implementation.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong multitasking and prioritization abilities.
• Excellent organizational skills, ensuring efficient workflow and task management.
• Significant attention to detail.
• Ability to work effectively in a team-oriented environment.
• Highly motivated with a strong sense of responsibility.
• Demonstrates initiative and is dependable, punctual, and flexible.
• Exceptional interpersonal, oral, and written communication skills.
• Familiarity with library operations is desirable but not mandatory.

Brooklyn law school has an excellent benefits package that includes sick, personal and vacation paid time off, a generous retirement plan, dependent tuition scholarship Pre-K- undergraduate college and additional summer Friday PTO.

Brooklyn Law School values a diverse and vibrant community and affirmatively encourages applications from candidates of all backgrounds and life experiences.