Administrative Coordinator Job at Enoch Pratt Free Library
Description
The Pratt Library is accepting applications for an Administrative Coordinator for the State Library Resource Center (SLRC) Division Office.
The Administrative Coordinator performs confidential administrative tasks involving complicated subject matters, complex procedures, and sensitive public interactions.
The Administrative Coordinator must maintain a high standard of professionalism and confidentiality working collaboratively with the Chief of the State Library Resource Center and the Library. The Administrative Coordinator must be comfortable dealing with a variety of people with varying needs, including Library customers, Library administrators, staff, cultural organizations, professional organizations, elected officials, and representatives from state and local government. The Administrative Coordinator will represent the Central Library and the State Library Resource Center to internal and external customers.
This position reports directly to the Chief, SLRC Division.
Summary of Duties
The summary of duties listed below is not exhaustive. Additional duties are dependent upon the needs of the hiring department.
The person in this position will be the first point of contact for most internal and external customers, so must represent the Central Library/State Library Resource Center in a welcoming and positive way.
The Administrative Coordinator will become familiar with the building, and will be able to answer questions about the renovation and other historical facts, each department, and architectural features. There will be opportunities to cross-train in various departments in order to help the departments as well as to fully understand the scope of operations in the building. The person in this position will be asked to give tours of the building to internal and external customers.
This position is the main internal and external point of contact for the Library's meeting room calendar system. The Administrative Coordinator will work with customers to book meetings, train systemwide staff about meeting room booking, will work with Facilities and Security for room arrangements and Systems and AV staff regarding technical requirements for staff as well as public for profit and nonprofit group meetings. They will collaborate with Executive Team members and others to interpret policies on an individual basis as necessary. The person in this position will conduct searches to confirm information concerning organizations requesting meeting room bookings when necessary using the Internet and other resources. This person will be the source of authority for calendaring, meeting room, and other reservation information for the system.
This position manages or oversees the management of the monthly Librarian in Charge schedules for the Central Library, and ensures the accuracy of the biweekly recording of staff attendance and timekeeping. May be responsible for additional building-wide or system-wide schedules. Manages the SLRC Office, files and prepares reports. This position may be responsible for implementing communications strategies such as intake forms, agenda-building, meeting follow-up communications for various projects, activities, and teams that the Chief of SLRC manages.
This position assists with the bimonthly State Library Resource Commission meetings, SMT meetings, SLRC Manager meetings, Statewide Digital Equity Community of Practice and other meetings facilitated by the Chief. The Administrative Coordinator will be responsible for ensuring that the necessary individuals are invited to each meeting and will create and manage agendas hosted in a shared environment. During meetings the Administrative Coordinator takes notes or formal minutes, and prepares and distributes them appropriately. Minutes may be transcribed from a recording or taken live depending on the structure of the individual meeting.
Works with SLRC staff, and the SLRC Management Team to manage the SLRC Conferences and other large SLRC events. This includes working with staff, vendors, outside presenters, securing streaming/recording rights, making arrangements with AV and Systems staff, making arrangements with Security and Facilities staff, handling any vendor contracts, sending invitations and posting notices to all the appropriate statewide locations. The Administrative Coordinator will work with Marketing to ensure that the proper publicity is generated and will coordinate any handouts and giveaways. They will use discretion in order to decide which other internal stakeholders may need to be consulted. These projects may involve working with statewide partners to adjust timing and content of the events, and will include making catering and other arrangements.
The person in this position will manage SLRC-related content on the EPFL Intranet, submitting tickets or directly changing information as necessary. They will also ensure that content on the EPFL website, SLRC.info, and sites hosted by statewide partners is accurate and accessible.
This person will open, read, route, and distribute incoming mail and other material, and prepare routine letters composed by the Chief of SLRC. Assist with schedule and confirming appointments for the Chief of SLRC.
This position will be the primary support for the Chief of SLRC, and will also support other positions in the SLRC office, and SLRC Management Team. Support for additional individuals or departments may arise on a temporary basis.
Prepares check requests for approval and signature and tracks annual expenses across several different budgets for the SLRC Departments, SMT, and Chief. The person in this position will verify travel, training, and other expenses for the aforementioned groups before submitting the documents for the Chief’s signature.
The Administrative Coordinator is responsible for other fiscal responsibilities including tracking and filing credit card reports and receipts, contracts, and other documents related to the business of the Library.
This person will answer telephone and email requests in coordination with Office staff providing information and referrals to other Library departments and offices understanding the Library's organizational and reporting structure.
This position requires strong working knowledge office equipment such as copiers, scanners, VOIP telephone systems, and is competent in using all of the appropriate Microsoft Office Suite software, online conferencing software such as Zoom, and modern cloud file storage, shared calendars, shared documents, etc.
The person in this position will be called upon to create and update presentations and handouts for the Chief of SLRC. This will include gathering the appropriate data from a variety of internal and external sources, finding appropriate images, coordinating with others, and ensuring that Marketing-approved brand standards are followed.
This is a collaborative position that will require working with people at all levels of the library system as well as with outside organizations and private individuals in order to help the State Library Resource Center and the Central Library achieve their missions.
Perform related duties as assigned.
Minimum Qualifications
High School Diploma or GED, Bachelor's Degree preferred. Four years of office management, retail management, or similar experience. Must be highly skilled in using the Microsoft Office suite, online conferencing systems (such as Zoom, Google Meet, Teams, etc), and cloud document and communication systems.
Required Knowledge, Skills and Abilities
Required Knowledge, Skills and Abilities
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Clear and effective oral and written communication.
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Ability to quickly and effectively resolve questions through the use of Library and external resources, including but not limited to effective external and partner internet searches, the library intranet, library staff, and written documentation.
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Highly skilled in Microsoft Office, particularly Word, Excel, and PowerPoint
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Skilled in the use of cloud storage, shared document systems, and calendar management.
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Is good at learning and adapting to new technology. May need to help evaluate and train others in new workplace software, platforms, and technology procedures.
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Demonstrates ability to multitask and comfortably work with shifting priorities and the redistribution of work assignments to meet challenging deadlines.
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Must be in full support with the Library’s Equity Statement, found here: https://www.prattlibrary.org/about-us/diversity-equity-inclusion/the-pratt-stands-with-our-community
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Must be able to maintain the confidentiality of sensitive information
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Ability to remain poised and make good decisions in a demanding or fast-paced work environment.
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Must provide excellent internal and external customer service.
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Must be able to work sitting or standing at a desk for extended periods of time. Must be able to navigate the building while talking with others in order to give tours that may last an hour or more.
Supplemental Information
Drug & Alcohol Testing
Those under final consideration for appointment will be required to submit to drug and alcohol testing.
Position of Trust
Those under final consideration for appointment will be required to authorize the release of and successfully complete a criminal conviction check.
LEAVE BENEFITS (Full-time Permanent Employees Only)
Sick Leave
Employees accrue sick leave if in pay status at any time during the payroll period containing the employee's monthly anniversary date. Employees are credited with 1 day of sick leave for each completed full month of active service.
Vacation Leave
Employees accrue vacation leave based upon classification grade.
Employees earn vacation leave for each completed month of active service according to the below schedule. Unused vacation leave may be carried over to the next year, subject to limits determined by union (unrepresented) affiliation.
Earned Vacation
Classification Grade
Days per Year
69-71
12
72-75
15
77 and Above
20
Personal Leave
Employees are front-loaded 3 or 4 personal leave days as determined by union (unrepresented) affiliation.
HEALTH BENEFITS (Full-time Employees Only)
New employees have
45 days from date of hire to enroll into the Baltimore City group medical, prescription drug, dental, vision, optional life & AD&D and FSA (health and dependent) plans. Failure to enroll within this timeframe will forfeit benefit eligibility until the next open enrollment period. (Qualified life events may permit exceptions).
Medical Insurance
Employees may select from a selection of medical plans. Employees and the City of Baltimore share the cost for medical coverage monthly premiums. Medical coverage is effective on the first day of the month following completion of 30 days of service.
Prescription Drug
Prescription Drug coverage allows members to receive a 30-day supply at a local participating pharmacy or a 90-day supply at mail order. In either case the employee will pay a co-pay at the time of service. Prescription drug coverage is effective on the first day of the month following completion of 30 days of service.
Dental Insurance
The City offers two dental plans through Delta Dental. The Delta Dental USA (DHMO) is provided at no cost to benefits eligible employees. Covered services are available with a small co-payment when using in-networks dentists. A Dental buy-up option (DPPO) is also available under the Delta Dental Plan. The premium for the dental buy-up (DPPO) shared by the City of Baltimore and the employee. Dental coverage is effective on the first day of the month following completion of 30 days of service.
Vision Coverage
Vision coverage is available at no cost to benefit-eligible employees. Coverage includes an eye exam and one pair of eye glasses/contact lenses every two years. Vision coverage is effective on the first of the month following completion of 30 days of service.
Additional Life & AD&D
Additional Term Life and Accidental Death and Dismemberment (AD&D) coverage is available to benefit-eligible employees and is paid completely by the employee. Coverage is effective on the first pay date of premium deduction (if actively at work).
Basic Life & AD&D
Basic Term Life and Accidental Death and Dismemberment (AD&D) coverage is provided at no cost to benefit-eligible employees. Coverage is effective following completion of one year of service.
Flexible Spending Accounts
The City offers two Flexible Spending Account Plans (FSA), Health Care FSA and Dependent Care FSA. Employees may save pre-tax dollars for reimbursement of eligible health care and dependent care expenses incurred. The Health Care FSA includes a debit card program for eligible medical expenses. The FSA plans are administered by Vantagen, LLC. Payroll deductions begin within two pay periods of employment.
Additional Benefits Information
Additional information about the benefits provided to employees by the City of Baltimore can be found on the City's enrollment website: https://www.baltimorecity.essbenefits.com/essenroll.asp. To access the website you will need to log into with your SSN and your 4-digit PIN (which is your 2-digit month and 2-digit date of birth), example, if your birthday was January 17, your PIN would be 0117.
Employee Assistance Plan (EAP)
Employees experiencing personal problems that may be affecting their job performance and quality of life may utilize the confidential Employee Assistance Program (EAP). Through counseling and referral services, the EAP offers an opportunity to make positive changes in life which can reflect positively on work performance and improve their quality of life. Services are FREE to city employees.
RETIREMENT PLANS
All full-time employees are required to enroll into one of two retirement systems. Which retirement system you are required to enroll into is based upon your job classification and job description. Some part-time employees are required to enroll into the Maryland State Retirement System.
Maryland State Retirement - requires a mandatory 7% deduction of salary before taxes and employees are considered vested after 10 years. For more information, visit their website at: www.sra.state.md.us
Baltimore City Retirement – currently requires a 3% deduction of salary before taxes. Employees are vested after 11 years. For more information, visit their website at: www.bcers.org
OTHER BENEFITS
Municipal Employee Credit Union (MECU)
Baltimore City employees and their family may join Municipal Employee Credit Union (MECU) to utilize various financial services offered immediately upon hire.
Direct Deposit
Employees may elect to have their pay deposited directly into their bank or credit union accounts at any time throughout employment. Once in effect a deposit advice is produced for each pay period.
Holidays
New Year's Day Martin Luther King Jr's Birthday
President's Day Good Friday
President's Day Good Friday
Memorial Day Independence Day
Labor Day Veterans Day
Thanksgiving Day Christmas Day
Receiving this information is not a guarantee of future or continued employment or benefits. Baltimore City Government reserves the right to terminate or change any plan at any time.
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