Location : Westerville, OH

Westerville, OH

Job Type : Support Staff

Support Staff

Job Number : 00306

00306

Division : Academic Affairs

Academic Affairs

Department : Library

Library

Opening Date : 05 / 17 / 2024

05 / 17 / 2024

DESCRIPTION

Otterbein University is seeking a

Program Coordinator for the Courtright Memorial Library

who will provide provide operational coordination and support; and coordination of programmatic events that engage campus and community members. The

Program Coordinator

reports to the Library Director. This is a full-time, non-exempt position

BENEFITS AT OTTERBEIN

Otterbein offers a comprehensive benefits package including :

Accrue 4 weeks paid vacation and 10 days paid sick time per year

12 paid holidays plus bonus days (including Christmas Eve through New Year's Day)

Medical, dental and vision insurance to you, dependents or domestic partnerDefined contribution retirement plan

Tuition benefit for employees and their dependents

Employee Assistance Program (EAP)

and much more

JOB RESPONSIBILITIES

50%) Chairs the internal events and programming committee and coordinates contributions from multiple staff members to create a diverse range of original programming;

organizes all factors of a program, including logistics, budget, facility usage, audiovisual needs, and marketing. Collaborates with campus partners on programming where appropriate.

Works directly with the Office of Events and Conferences to coordinate external events that take place within the library;

aids in determining facility arrangements and ensures staff coverage throughout the event. Coordinates visits to the Courtright Memorial Library (CML) from outside organizations, including high schools, other library groups, and special guests.

Handles the coordination of all aspects of scheduling, logistics, and budgeting.

20%) Chairs the library marketing committee. Oversees the marketing work for the library, including creating flyers, brochures, newsletters, and other documents as needed.

Serves as the social media manager for the library on selected platforms, including Facebook, Instagram, and Twitter. Assists with the updating and creating of library webpages.

Updates and maintains the digital screens at the library.

10%) Serves as the coordinator for library student employees, including verifying student hours worked, signing time reports, and working with supervisors to ensure they are completing time reports accurately and in a timely manner.

Oversees the implementation of student training, student appreciation, and student evaluations. Develops procedures and consults with department supervisors to sets goals and objectives for effective operation of department if needed.

Assists in organizing orientation events for student employees. Manages all student employee budget and part-time Temporary Staff budgets (used during the summer to ensure that Library departments have adequate funding for completing task and overall duties).

Hires, trains, schedules, evaluates, and supervises Marketing student employee / s. Ensures that student employee / s adhere to library and departmental policies.

Motivates student employ / s to perform duties effectively, including social media management and promotion of library programming.

10%) Manages the library operating budget (sans material lines) and ordering functions, including ordering supplies for all library offices, ensuring that appropriate materials are available when necessary, and determining the most appropriate vendors or supply houses to use.

Establishes and maintains a rapport with supply vendors. Maintains ongoing communication with CML director regarding departmental budget.

Prepares invoices for payment and maintains invoice files. Reviews budget to ensure appropriate spending on each account.

Verifies Banner budget information and compares against internal systems and files. Completes the payment vouchers for invoices for supplies and other non-library materials invoices.

5%) Serves as a Council Member for the Friends of the Library (FOL) and attends board meetings. Chairs the FOL programming committee and the publicity committee.

Handles all FOL new memberships and renewals. Maintains the FOL database and corresponds with Friends members as necessary.

Creates a quarterly Friends of the Library newsletter and prepares it for mailing. Maintains and updates the FOL LibGuide / website.

Up to 5% at various times of the year) Attends to the following duties as time and commitments allow :

Provides support to the library's institutional repository as needed and able (assists in scanning, uploading, and creating descriptions for online collections) and helps create and maintain digitally accessible documents and standards.

Will assist other library staff in creating digitally accessible materials as needed and able.Serves as administrative liaison to assigned campus partners.

Provides library support to those partners and collaborates on projects with them as appropriate.Assists Library Director in an administrative role as needed, such as;

schedule monthly staff meetings and quarterly one-on-one meetings with Library director and staff. Assists the library director in her role as an advisor to several campus organizations.

Coordinates with university housekeeping (in-house or external vendors) to ensure overall appearance of library and to remedy issues as they occur.

Generates building work orders and coordinates with the Services Department.Supervises library during assigned shifts (including reference hours if called upon), when on-call, and at times when coverage is needed due to staffing situations.

May include occasional evenings and weekends.Sorts and distributes US and campus mail to appropriate boxes or supervises students in the performance of this duty.

Assists with correspondence (including electronic, voice, and printed). Maintains confidential student and library records files.

Participates in University engagement and library advocacy. Actively participates in campus committees and library professional development activities.

Will chair appropriate library committees as assigned.

SUPERVISORY RESPONSIBILITIES :

Other student workers as assigned.QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and / or EXPERIENCE :

Associate's or Bachelor's degree or equivalent and a minimum of two (2) years of related experience is preferred. Experience with event planning and marketing preferred.

LANGUAGE SKILLS :

Must demonstrate excellent verbal and written communication skills. Must possess excellent customer service skills.

MATHEMATICAL SKILLS :

Must be competent in general math and have experience working with organizational financials / budgets. Knowledge of accounting procedures preferred.

TECHNICAL SKILLS :

• Ability to apply knowledge of office functions, library methods and techniques to perform duties. Must take pride in and be thorough in quality of work produced;
• must be able to use general office equipment and Microsoft Office software. Must possess excellent organizational skills;

must possess ability to supervise others; must be accurate in work performed. Experience with HTML coding or web creation software, as well as graphic design software, such as Canva, preferred.

Experience using Ellucian Banner and Chrome River is helpful.

REASONING ABILITY :

Must be discrete and keep confidential information and materials; must possess excellent attention to detail; must be a team player and interact collegially with co-workers and other constituencies.

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to spend prolonged periods of time working on an office PC; able to reach, lift up to 20 pounds, travel throughout office to use other office equipment;
• must be able to hear and make self-heard by co-workers and other constituencies; must be able to see to process work that the position is responsible for completing;

must be able to work under deadlines with constant interruptions. Must be able to meet regular and predictable attendance standards.

WORK ENVIRONMENT :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties are performed in an environmentally controlled office setting;SUPPLEMENTAL INFORMATION

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be.

It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision.

The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University is an Equal Opportunity Educator and Employer.

Otterbein University is committed to providing a welcoming environment free from unlawful discrimination. To this end, the University prohibits any form of discrimination against any person on the basis of race, color, sex, gender, pregnancy, religion, creed, marital status, partnership status, age, sexual orientation, gender identity, gender expression, national origin, disability, military status, or any other legally protected status in its programs and activities.

However, the University's commitment to a nondiscriminatory environment is not intended to abridge unduly its commitment to academic freedom, free speech, or its educational mission.

Inquiries or complaints regarding any form of discrimination or harassment may be directed to : Molly Miller, Director of Human Resources.

To help attract a talented team, Otterbein offers a comprehensive benefits package to full-time faculty and staff.

Tuition benefit for employee and their dependentsAccrue 4 weeks paid vacation and 10 days paid sick time per year11 paid holidays plus bonus daysMedical, dental, vision, life insurance for employee, dependents, or domestic partnerDisabilityDefined contribution retirement planand much more

ABOUT OTTERBEIN UNIVERSITY :

ABOUT OTTERBEIN CAREERS and BENEFITS :

Describe your experience and background with the development and execution of events.

Required Question

Last updated : 2024-06-11