Administrative Assistant, Technology Training Programs

Department: Branch Services & Programs

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: TJ Woods

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