Administrative Assistant, Stavros Niarchos Foundation Library

Department: Branch Libraries

Employment Type: Full Time

Location: Stavros Niarchos Foundation Library

Reporting To: Billy Parrott

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

Description

Overview
The Stavros Niarchos Foundation Library/SNFL is the largest circulating library in the NYPL system. This library is a vital hub for library patrons in and around the City of New York and serves as a bridge between our neighborhood libraries and in-depth research library collections.
SNFL is seeking a dynamic and enthusiastic administrative support professional who functions in an efficient, detail-oriented, and proactive manner.

We are looking for someone we can count on to:
Own:

• Administrative tasks, calendar and meeting management

Teach:

• Administrative best practices

Learn:

• Internal/external NYPL and SNFL system details

Improve:

• Administrative efficiencies

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

• Be able to manage administrative calendars and meetings

3 months, this person will:

• Will be familiar with NYPL and SNFL reporting structures

6 months and beyond, this person will:

• Anticipate needs, find efficiencies in processes and procedures

Responsibilities
Reporting to the SNFL Director, the Administrative Assistant will be responsible for providing administrative support to the Director and the Administrative team, including:

• Manage the daily schedules of the Directors, including maintaining busy calendars, scheduling meetings, ensuring managers arrive to meetings on time, anticipating necessary background material, directions and other items required for each activity on the schedule
• Produce letters, memoranda, presentations, reports, etc. as necessary; proofread documents for appropriate grammar, punctuation and spelling
• Draft and distribute general emails to mass groups regarding branch closures, operating hours and other pertinent information
• Coordinate the collection, compilation and distribution of various reports, forms and other documents
• Develop and maintain a robust user-friendly paperless filing system
• Provide phone coverage on an as needed basis
• Serve as the recording secretary at various meetings
• Assist SNFL Administration in monitoring department budgets and expenses
• Execute special projects as needed

Required Education, Experience & Skills

Required Education, Experience, & Certifications

• College degree or equivalent combination of education and experience

Required Skills

• Strong analytical, interpersonal and communication skills (orally and written)
• Strong time management skills; ability to handle multiple concurrent assignments, with a high degree of accuracy, and meet deadlines in a high pressure environment
• Excellent organizational and prioritization skills; detail oriented
• Ability to perform in a fast paced environment and interact with senior level managers under highly demanding conditions
• Excellent phone manner and management a must
• Self-starter with the ability to work independently and with minimal guidance
• Aptitude for solving problems
• Must have superior skills in MS Word, Excel, PowerPoint, Google Applications (mail, calendar, documents), and Sierra
• Prior experience in a public library, cultural organization or not-for-profit 
• Familiarity with “metrics on demand” and the ability to analyze data

Managerial/Supervisory Responsibilities

• No

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

• Public Library

Physical Duties

• Light lifting
• Travel throughout the Bronx, Manhattan and Staten Island as necessary

Pre-Placement Physical Required?
No

Union/Non Union
Non-Union

FLSA Status
Exempt/Non-Exempt