Library Administrative Coordinator

Job Description

Library Administrative Coordinator

The Douglas D. Schumann Library & Learning Commons seeks a highly organized, customer and detail-oriented individual to fill the role of Library Administrative Coordinator. Reporting to the Library Director, and working closely with library colleagues throughout the department, this role provides clerical and administrative support for the Schumann Library on a variety of fronts. This is a full-time, benefited position that supports scheduling, budgeting, interdepartmental communication, and event planning and coordination. This is a majority on-site position; the typical weekly schedule will be four days fully on-campus, and one-day fully remote.

Administrative & Clerical Support (35%)

• Serve as the primary administrative support resource for library operations.

• Coordinate meeting room scheduling, support recruitment activities, and facilitate employee onboarding and orientation processes.

• Deliver administrative support to library staff as needed to ensure efficient departmental operations.

• Coordinate reimbursement processing and maintain related documentation for staff, employment candidates, and visitors.

• Provide comprehensive administrative support including calendar management, meeting coordination, note-taking, special project support, Microsoft SharePoint organization, and records maintenance.

• Act as a principal liaison for contractors and service providers.

Fiscal Management & Budget Support (25%)

• Monitor library budgets and expenditures to ensure financial accuracy, fiscal responsibility, and compliance with institutional policies.

• Reconcile monthly expenditures and credit card statements in a timely and accurate manner.

• Manage purchasing activities, including order placement, receipt of goods, and invoice processing in accordance with established procedures.

Schedule and Calendar Support (15%)

• Lead the coordination, maintenance, and ongoing management of library staff schedules in collaboration with library administrators.

• Ensuring the library website and departmental calendars reflects the most up-to-date library operating hours and events.

Facilities, Equipment & Operations (15%)

• Coordinate facility maintenance requests, custodial services, and repair activities to support the effective operation of library spaces.

• Serve as the primary liaison between the Library and maintenance and custodial personnel.

• Serve as the primary liaison between the Library and the Copy Center to facilitate service requests and operational needs.

• Monitor library equipment to ensure proper functionality and arrange maintenance or repairs as necessary.

• Maintain inventory levels and oversee the ordering of library-owned office supplies.

• Collaborate with DTS to oversee computer maintenance and repair services.

Stakeholder & Community Support (10%)

• Serve as the primary point of contact for student and campus partner requests related to library programming and room reservations.

• Assist with the planning, budgeting, and logistical coordination of special events, including staff recognition activities and library programming space scheduling.

Required Knowledge, Skills & Abilities

Candidates must be able to demonstrate the knowledge, skills, and abilities necessary to perform the essential functions of the position safely and effectively, with or without reasonable accommodation. Specifically:

• Proven and demonstrable commitment to providing excellent customer service.

• Excellent verbal and written communication skills, with the ability to build and maintain professional, collaborative, and diplomatic relationships with campus constituents and external partners.

• Demonstrated commitment to advancing the college’s values of inclusive excellence, diversity, equity, access, and belonging.

• Familiarity with basic accounting practices, budget administration, and fiscal management processes.

• Proficiency with standard office productivity software and the ability to learn and effectively utilize specialized library and institutional systems.

• Strong administrative and office support skills, including proofreading, business writing, and the application of appropriate grammar, spelling, and correspondence standards.

• Exceptional organizational skills, meticulous attention to detail, and the ability to manage multiple priorities while meeting deadlines in a fast-paced environment.

• Demonstrated ability to prioritize responsibilities, respond effectively to interruptions, and maintain productivity in a dynamic, collaborative work setting.

• Ability to exercise sound judgment, initiative, and problem-solving skills with an appropriate level of independence.

• Capacity to respond effectively to unexpected situations and changing circumstances while exercising independent judgment within established policies and procedures.

• High degree of professionalism, discretion, and integrity, with a demonstrated ability to handle confidential and sensitive information appropriately.

• Flexibility and adaptability in managing evolving priorities, operational needs, and organizational objectives.

Minimum Qualifications

• Minimum of Associate’s Degree required.

• Minimum of 1-3 years of experience providing administrative support in a professional office environment.

• An equivalent combination of relevant education, training, and professional experience may be considered.

The Schumann Library values the many pathways through which individuals develop their knowledge, skills, and expertise. We welcome applicants from diverse professional and educational backgrounds and encourage candidates to highlight how their experiences have prepared them to contribute successfully in this role.

Preferred Qualifications

• Experience working in a library, academic library, or related educational environment.

• Familiarity with emerging technologies in administrative and scheduling support.

• Willingness to participate in campus partnerships and outreach initiatives on occasional evenings and weekends.

Position Details

At this time, the university is unable to sponsor applicants for H-1B visas.

The job grade for this position is Grade 3N.

The expected hourly range for this position is between $25.64 - $29.74 which reflects what we reasonably expect to pay for this role.

Required Application Materials: Resume and Cover Letter

Compensation and Benefits

Wentworth Institute of Technology is committed to fair, transparent, and legally compliant compensation practices. We believe that clarity about pay structures and ranges supports equity, fosters trust, and ensures a positive workplace for all employees.

Please visit here to see the comprehensive benefits package offered to support the best experience for our employees. https://wit.edu/careers/work-wentworth

Inclusive Excellence at Wentworth

Inclusive Excellence is one of the four pillars of the Strategic Plan. Actively and intentionally cultivating a diverse and culturally competent institution where each member has the opportunity and support to reach their full potential and make contributions to our campus community and beyond is Inclusive Excellence at Wentworth.

To find out more about the Wentworth’s commitment to Inclusive Excellence, please visit the website https://wit.edu/about/inclusive-excellence.

All applicants have the right to accessibility support and accommodations. To request accessibility support or accommodations, contact the Executive Director of Equity and Compliance, Catlin Wells, at [email protected].

E-Verify for Employment Eligibility Verification (Form I-9)

Wentworth participates in E-Verify. E-Verify is an internet-based system that compares information from your Form I-9 to records available to the U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) to confirm that you are authorized to work in the United States.