Administrative Assistant, Young Adult Programs & Services

Department: Branch Services & Programs

Location: Stephen A. Schwarzman Building

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

Description

Overview
The New York Public Library (NYPL) seeks an Administrative Assistant to join our Young Adult Programs & Services (YAPS) team. The YAPS department supports programming and services to teens across NYPL’s 88 neighborhood branches through professional development, resources, and programming support. The Administrative Assistant will provide vital support to the Director of YAPS as well as the broader YAPS department, made up of two Associate Directors and five managers, with teams that cover multiple areas of work including college readiness, teen internships, teen reading engagement, technology, and teen creativity.

We are looking for someone we can count on to:

Own:

• Administrative support to the Director, Young Adult Programs & Services, as well as to the Young Adult Programs & Services team
• Communication within the YAPS team and to other NYPL departments
• The management of the Director’s calendar and scheduling of all Director’s meetings

Teach:

• Other NYPL departments the logistical needs of the YAPS 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 publishers, 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 and educational materials for the YAPS team

Some expectations for this role are that within:

1 month, this person will:

• Become familiar with NYPL departments including Purchasing, Book Ops, Accounts Payable, Contracts, and HR
• Become familiar with NYPL’s branch network structure including staff members and the YAPS department
• Own the management of the Director’s calendar

3 months, this person will:

• Demonstrate efficient coordination of YAPS meetings and events
• Develop processes for placing and tracking all purchases

6 months and beyond, this person will:

• Demonstrate initiative in improving coordination of YAPS meetings and events
• Revisit and refine organizational systems and meetings with the guidance of YAPS leadership
• Demonstrate initiative in improving monitoring of YAPS purchases and delivery of items to branches

Responsibilities:

• Manage the daily calendar of the Director of Young Adult Programs & Services, including anticipating necessary background material, directions, and other items required for each activity on the schedule, draft and distribute general emails regarding pertinent program information
• Provide administrative support to the entire Young Adult Programs & Services team, organizing files, coordinating meetings and serving as a note-taker, and providing logistical support for events and initiatives
• Order, track, and organize office and educational materials for YAPS team and branches
• Coordinate departmental communication by coordinating the collection, compilation, and distribution of reports, newsletters, forms and other documents and departmental communications
• Communicate clearly, professionally, and efficiently with internal and external partners
• Perform other duties as required
  
  

Required Education, Experience & Skills

Required Education & Certifications

• Bachelor’s degree required or 4 years of additional related experience

Required Experience

• At least one year of administrative experience

Required Skills

• Proficient with Google Suite including Docs, Slides, Sheets, and Calendar
• Ability to use Microsoft Excel, PowerPoint, Word
• Excellent organizational skills
• Excellent verbal and written communication skills
• Strong time management skills
• Ability to pay attention to detail, follow-through on projects, exercise good judgment, discretion, and initiative

Managerial/Supervisory Responsibilities
N/A

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

• Office setting
• Public library setting
• Telecommuting

Physical Duties

• Limited physical effort is required
• Traveling throughout NYC required
• 
  Light lifting up tp to 20 lbs may be required

Pre-Placement Physical Required?

• No

Union/Non Union

• Non-Union

FLSA Status

• Non-Exempt

Schedule

• Monday to Friday from 9:00am-5:00pm
• Hybrid schedule - 4 days in office
• Evening and weekend hours as required
• Schedule subject to change

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.