Administrative Assistant, Technology Training Programs

Department: Branch Services & Programs

Location: Stephen A. Schwarzman Building

Compensation: $55,000 / year

Description

Overview
The New York Public Library is looking for an Administrative Assistant to join the TechConnect team and help New Yorkers improve their digital literacy. This position is for someone interested in providing vital support for the Library's expanding program of technology classes helping to close the digital divide. The NYPL offers technology classes, both online and in-person, at more than 80 libraries across the Bronx, Manhattan, and Staten Island.

We are looking for someone we can count on to:

Own:

• Coordination of logistics for Associate Director and TechConnect team
  

Teach:

• Other NYPL departments the logistical needs of the TTP department in a courteous and collaborative manner
  

Learn:

• New technologies to be incorporated into workflow (such as Asana, Notion, and Airtable)
  

Improve:

• Processes for peak efficiency
  

Some expectations for this role are that within:

1 month, this person will:

• Onboard and interact with stakeholders including central team and Library Managers, and create goals with their manager
  

3 months, this person will:

• Manage purchasing activities including maintaining unit fund account records, issuing purchase orders, producing check requisitions, and processing invoices
  

6 months and beyond, this person will:

• Coordinate the collection, compilation, and distribution of various reports, forms, and other documents


• Support NYPL initiatives

Responsibilities
As an Administrative Assistant, you will

• Manage the daily schedule of the Associate Director, Technology Training Programs, including maintaining busy calendars, scheduling, and planning meetings, ensuring the Associate Director arrives at meetings on time, anticipating necessary background material, directions, and other items required for each activity on the schedule, draft and distribute general emails regarding pertinent program information


• Coordinate the collection, compilation, and distribution of various reports, forms, and other documents


• Organize and manage files


• Coordinate on-site and off-site logistics for events and meetings including room reservation, setup, agenda preparation, and catering


• Manage purchasing activities including maintaining unit fund account records, issuing purchase orders, producing check requisitions, and processing invoices for payment


• Monitor, order, track, and distribute orders and expenditures


• Maintain contact, equipment, and device tracking lists


• Make travel arrangements and process travel and expense reports


• Serve as the note-taker at various meetings


• Produce letters, memoranda, presentations, reports, etc., as necessary


• Provide administrative support to the entire Technology Training Department, as needed


• Perform other duties as required

Required Education, Experience & Skills

Required Education & Certifications

• Associate's degree
  

Required Experience

• A minimum of two years of relevant work experience
  

Required Skills

• Must have excellent interpersonal skills, organizational skills, and communication skills


• Must be able to handle multiple projects that are time-sensitive


• Must be a team player and able to interact with various levels of clients both internal and external


• Enthusiastic self-starter, with strong multitasking abilities


• Excellent time management skills and the ability to work under pressure


• Strong commitment to high quality and productivity


• Successfully demonstrated the ability to: pay attention to detail, follow through, work independently with minimal supervision in a collaborative team environment, exercise good judgment, discretion, and initiative


• Demonstrated accurate typing skills and experience with standard business correspondence and proofreading standards


• Passion for technology


• Must be an expert in MS Office


• Demonstrated proficiency in the use of technology, including Gmail, Google Docs, Google Calendar, and online searching tools

Managerial/Supervisory Responsibilities

• N/A
  
  

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
  

Physical Duties

• Light lifting required


• May require travel within NYC

Pre-Placement Physical Required?
No

Union/Non Union
Non-Union

FLSA Status
Non-Exempt

Schedule

• 35 hours per week; 9:30 am to 5:30 pm; occasional evenings and weekend shifts for events required
  

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 Library Salary 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).