Executive Coordinator

JOB SUMMARY

The Executive Coordinator provides administrative support to the Laramie County Library System’s Executive Director, the Administrative Team, the Foundation Director, as well as both boards of directors (Directors). The Executive Coordinator works collaboratively with the Directors, Deputy Directors, Boards, community partners and other library employees to achieve the mission of Laramie County Library System (LCLS) & Laramie County Library Foundation (LCLF).

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Executive Coordinator reports to the Executive Director (County Librarian), and the Foundation Director will direct activities related to the Foundation.

1. Provides administrative support to the System Board of Directors, and the Foundation Board Directors such as scheduling meetings, preparing agendas, information packets and public notices for board meetings, drafting and updating minutes, managing technology for online meeting participation, coordinating special meeting logistics, maintaining the official records and communications and board webpages, and coordinates annual recruitment process. (45%)

2. Provides administrative support to the Library Executive Director such as managing their calendar(s) and scheduling appointments, meetings and speaking engagements and any additional logistical preparation needed for such events; maintains and updates files and materials; and prepares communications from the director. (15%)

3. Works collaboratively with the Foundation Director to create donation solicitation material, donor thank you letters, sponsorship requests and marketing materials, and other support tasks to assist Foundation operations. (15%)

4. Supports work of Deputy Director through project management and logistics support, including, gathering and compiling information and completes monthly and annual statistical reports. (15%).

5. Supports leadership by documenting meetings and preparing staff communications and with coordination on special projects. (10%)

Additional Responsibilities:

• In collaboration with the directors, addresses questions that arise from LCLS or LCLF board members, donors, community partners and the public and other employees.
• Maintains Board of Directors meetings in the library calendar and in public postings.
• Provides occasional back-up support to the Business Office and Human Resource teams on routine tasks.

SELECTION PROCESS

Interested applicants are encouraged to apply by completing a Laramie County Library System Application for Employment (available at HTTPS://lclsonline.org/work) and submitting a cover letter and resume. The application deadline is midnight on April 27, 2025. The hiring committee will contact applicants who are selected for further testing or interviews. As a courtesy, we notify all applicants via email when a position is filled. Hiring is contingent on a post-offer criminal history background check.

WORK SCHEDULE

Work schedule will predominantly be normal business hours (8am-5pm or 9am-6pm or a variation thereof) Monday through Friday but may consist of weekend, and evening hours as well. Anyone who works for the library must be willing to work anytime the library is open. Laramie County Library (Cheyenne) open hours are Monday – Thursday 9:00 a.m. to 8:00 p.m., Friday – Sunday 10:00 a.m. to 5:00 p.m. All employees are scheduled to attend monthly staff meetings and in-service days in Cheyenne.

BENEFITS

• LCLS pays 100% of the employee contributions to the Wyoming Retirement System (WRS). The total rate is currently 18.62% of gross earnings (the employee rate is 9.25% and the employer rate is 9.37% of gross earnings). WRS is a pension plan that will pay lifetime benefits, regardless of the account balance, when age and service requirements are met.
• Employees pay into Social Security.
• LCLS also pays 100% of the premium for $25,000 term life insurance policy for the employee.
• This position receives paid time off for 13 holidays, vacation and sick leave, and an annual personal day.
• Vacation leave is accrued based on the number of hours worked, so is not a lump sum, but is earned over time. Employees are eligible to use vacation leave after six months of employment (prior commitments negotiable). For the first two years, employees earn up to two weeks of vacation leave per year . The number of weeks of vacation leave increase with years of service.
• Medical insurance and a separate dental plan are available at the employee’s option. LCLS pays 85% of the cost for the medical and dental insurance premiums and the employee pays the remaining 15%.
• A deferred compensation plan, prepaid legal services agreement, vision coverage, and other supplemental insurance options are also available at the employee’s expense.
• Employees may join the YMCA without an initiation fee.
• Employees may join the Cheyenne-Laramie County Employees Federal Credit Union.

LCLS is an equal opportunity employer. We support and adhere to the tenets of the Americans with Disabilities Act. LCLS is an at-will employer. LCLS provides a drug-free workplace for its employees in accordance with the requirements of the US Drug-Free Workplace Act of 1988. Hiring is contingent on a post-offer background check.

QUESTIONS

For questions about this position, contact Kellie Fine, Foundation Director, at KFine@lclsonline.org or 307.773.7221.

MINIMUM REQUIREMENTS

Education and Experience - bachelor's degree in public administration, business administration or related field or any equivalent combination of education/administrative experience. A minimum of three years of progressively responsible administrative, project management or related experience.

REQUIRED CERTIFICATIONS, SKILLS AND ABILITIES

• Proficiency in the use of spreadsheets, databases and word processing programs
• Detail oriented with high level of accuracy
• Must have a current driver’s license valid in the State of Wyoming or the ability to obtain one within six months of date of hire
• Ability to work with limited supervision, with an aptitude for detailed work and proficiency in prioritizing tasks
• Ability to speak, read, comprehend and write the English language
• Excellent written and oral communication skills
• Experience using social media

REPORTING RELATIONSHIPS

Reports to: Executive Director (County Librarian) - On performance evaluations the Executive Director (County Librarian) is the primary rater, and the Development Director/Foundation Executive Director is the secondary rater.

Supervises: Volunteers as needed

PHYSICAL EFFORT AND WORKING ENVIRONMENT

The essential duties and responsibilities of this job require the employee to function in a normal work environment with occasional stooping, bending or lifting.