Salem State University

  • Coordinator of Library Administration

    Job Post Information* : Posted Date 1 month ago(8/20/2019 9:40 AM)
    State Title
    Staff Associate
    Job Category
    Department : Name
    Pay Basis
    Enter the Compensation Range for Applicants to View (Required for Administrator & Classified Positions)
  • 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 administrative 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

    Working Conditions:

    Salem State University complies with the Americans with Disabilities Act (ADA) to provide reasonable accommodation to qualified applicants and employees with disabilities.


    Office activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and interaction with computer equipment; occasional bending, reaching, lifting, pushing and pulling up to 5-10 pounds.


    Special Instructions to Applicants:

    Please apply online and attach resume and cover letter. Review of applications will begin September 16, 2019.


    Employment is contingent upon a completed background and CORI check satisfactory to the university. Internal candidates are not subject to background check.  


    EEO Statement:
    Salem State University is an equal opportunity/affirmative action employer. Persons of color, women and persons with disabilities are strongly urged to apply.


    Please Note: If there is no application deadline associated with a position, it may come down at any time. Once a posting is removed, additional applications will not be accepted.


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