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Administrative Assistant, Young Adult Programs & Services

The New York Public Library • New York, NY • 26min ago

Department: Branch Services & Programs

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Siva Ramakrishnan

Compensation: $55,000 - $60,000 / year

Description

Overview

The New York Public Library (NYPL) seeks an Administrative Assistant to join our Young Adult Programs & Services (YAPS) team. The YAPS department supports programming and services to teens across NYPL's 88 neighborhood branches through professional development, resources, and programming support. The Administrative Assistant will provide vital support to the Director of YAPS as well as the broader YAPS department, made up of two Associate Directors and five managers, with teams that cover multiple areas of work including college readiness, teen internships, teen reading engagement, technology, and teen creativity.

We are looking for someone we can count on to:

Own:

Administrative support to the Director, Young Adult Programs & Services, as well as to the Young Adult Programs & Services team

Communication within the YAPS team and to other NYPL departments

The management of the Director's calendar and scheduling of all Director's meetings

Teach:

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

Learn:

How to partner with a variety of NYPL departments including Purchasing, IT, Facilities, Book Ops, HR, and others

External partners like publishers, vendors, trainers, and community organizations

Improve:

The maintenance of contacts, equipment, and device tracking lists

Coordination of travel arrangements and processing of travel and expense reports

Coordination and planning of departmental meetings and events

Monitoring, tracking, and organization of office and educational materials for the YAPS team

Some expectations for this role are that within:

1 month, this person will:

Become familiar with NYPL departments including Purchasing, Book Ops, Accounts Payable, Contracts, and HR

Become familiar with NYPL's branch network structure including staff members and the YAPS department

Own the management of the Director's calendar

3 months, this person will:

Demonstrate efficient coordination of YAPS meetings and events

Develop processes for placing and tracking all purchases

6 months and beyond, this person will:

Demonstrate initiative in improving coordination of YAPS meetings and events

Revisit and refine organizational systems and meetings with the guidance of YAPS leadership

Demonstrate initiative in improving monitoring of YAPS purchases and delivery of items to branches

Responsibilities:

Manage the daily calendar of the Director of Young Adult Programs & Services, including anticipating necessary background material, directions, and other items required for each activity on the schedule, draft and distribute general emails regarding pertinent program information

Provide administrative support to the entire Young Adult Programs & Services team, organizing files, coordinating meetings and serving as a note-taker, and providing logistical support for events and initiatives

Order, track, and organize office and educational materials for YAPS team and branches

Coordinate departmental communication by coordinating the collection, compilation, and distribution of reports, newsletters, forms and other documents and departmental communications

Communicate clearly, professionally, and efficiently with internal and external partners

Perform other duties as required

Required Education, Experience & Skills

Required Education & Certifications

Bachelor's degree required or 4+ years of additional related experience

Required Experience

At least one year of administrative experience

Required Skills

Proficient with Google Suite including Docs, Slides, Sheets, and Calendar

Ability to use Microsoft Excel, PowerPoint, Word

Excellent organizational skills

Excellent verbal and written communication skills

Strong time management skills

Ability to pay attention to detail, follow-through on projects, exercise good judgment, discretion, and initiative

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 setting

Public library setting

Telecommuting

Physical Duties

Limited physical effort is required

Traveling throughout NYC required

Light lifting up tp to 20 lbs may be required

Pre-Placement Physical Required?

Union/Non Union

Non-Union

FLSA Status

Non-Exempt

Schedule

Monday to Friday from 9:00am-5:00pm

Hybrid schedule - 4 days in office

Evening and weekend hours as required

Schedule subject to change

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.

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