Administrative Assistant, Adult Services

Department: Public Programs

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Brandy McNeil

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

Description

Overview
The Administrative Assistant at The New York Public Library (NYPL) will provide administrative support to the Deputy Director of Branch Programs and Services and the Associate Director of Technology Training Programs. The incumbent will be responsible for calendar management, including scheduling meetings in collaboration with other Administrative Assistants and Coordinators across the library.  Also, the incumbent will support the Adult Services teams and work very closely with the Directors and Associate Directors on special projects and other ad hoc projects.
 
We are looking for someone we can count on to:
Own:

• Administrative support to the Deputy Director, Branch Programs & Services & Associate Director of TechConnect, as well as to the Adult Programs & Services (APS) team
• Communication within the APS team and to other NYPL departments
• The management of the Deputy Director’s calendar and scheduling of all meetings
• Scheduling of group meetings for Associate Director calendar

Teach:

• Other NYPL departments the logistical needs of the APS 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 association, 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 materials for the APS team

Some expectations for this role are that within:
1 month, this person will:

• Build relationships with members of the Branch Programs and Services Department, as well as other Administrative Assistants and Coordinators across the Library 
• Begin training to use G-Suite: Gmail, Google Docs, Calendar, Spreadsheet, Forms, Presentation, Service Now, and Workday.  
• Attend monthly meetings to get acclimated with the directors and staff members of the department.

3 months, this person will:

• Work in partnership with other administrative assistants and coordinators across the library
• Learn and become familiar with using database or project management software used at the library
• Meet with the staff members at the President’s Office and other departments across the library. 

6 months and beyond, this person will:

• Have completed training in the following areas: utilizing the calendar management in the office suites, as well as composing documents
• Be trained in managing purchasing and reimbursement transactions, generating expense reports, and other financial transactions 
• Be acclimated and familiar with the Lair and understand the nature of the department, including the mission and purpose. 
• Understand the Administrative Assistant role, including the duties and responsibilities. 

Responsibilities
Reporting to the Deputy Director of Branch Programs and Services, the Administrative Assistant will:

• Communicate clearly and efficiently with internal and external colleagues
• Coordinate the collection, compilation, and distribution of various reports, forms, and documents
• Organize and manage departmental files, including maintaining contact, equipment, and device tracking lists
• Draft and distribute general e-mails to mass groups regarding departmental updates and guidelines
• Assist in monitoring department budgets and expenses, and track orders and expenditures using spreadsheets
• Manage purchasing activities, including processing reimbursements, invoices, and purchase orders
• Provide on-site and off-site logistics for events and meetings, including room reservation, setup, agenda preparation, and catering
• Make travel arrangements and process travel and expense reports; serve as the recording secretary at various meetings
• Perform other related duties as assigned

Required Education, Experience & Skills

Required Education & Certifications

• Associate's degree required or 2+ years of additional related ex