Library Administrative Coord

Mecklenburg County; Charlotte (NC); On-site; USD 54,000 - 68,000; Full time

Job summary

Charlotte Mecklenburg Library in Charlotte, NC is seeking a Library Administrative Coordinator to provide executive and administrative support to the Main Library management team, executive team, and board as needed.

The role handles meeting room bookings, event rentals, calendar management, travel arrangements, and liaison duties with vendors, facilities, and programs, ensuring efficient operations and exceptional service to the community.

Qualifications

• Five years of executive/administrative and/or project support experience.
• Bachelor’s degree in a related field.
• Experience in civic/local government, non-profit, or education sectors preferred.
• Bilingual: Spanish preferred.

Responsibilities

• Prepare correspondence and documents using Word, Excel, and related tools.
• Manage calendars and coordinate meetings.
• Respond to inquiries and route to proper authorities.
• Record and distribute meeting minutes.
• Coordinate travel arrangements and event planning.
• Serve as internal resource on policies and procedures.

Job description

Library Administrative Coordinator
Charlotte Mecklenburg Library

“Follow yourcalling, Find your career”

Salary Range $54,361.60 - $67,952.00
This is an exempt (salaried)position. Pay rates are based on education, skill, experience level andinternal equity. Internal equity considerations include an assessment of theapplicant’s salary history and qualifications in comparison to the market rateand requirements for the job.

CharlotteMecklenburg Libraryis one of America’s leading urban public libraries,serving one of the country’s great emerging metropolitan areas in NorthCarolina. Our library system serves a community of approximately one millioncitizens in the city of Charlotte and the towns of Matthews, Pineville, MintHill, Davidson, Cornelius, and Huntersville – all located in MecklenburgCounty. Accessible and welcoming to all, our library celebrates the joy ofreading, fosters learning and growth, connects people to each other and theworld, and inspires individuals with what they can achieve. Through our 20locations, online, and through targeted outreach, we deliver exceptionallibrary services and programs with a mission to create a community of readersand empower individuals with free access to information and the universe ofideas.

Location:

Main Library
310 N.Tryon St.
Charlotte NC 28202

Temporary work location:

Library Administration Center
510 Stitt Rd.
Charlotte NC 28213

Schedule:

Typicalschedule: Monday – Friday 8am-5pm. Regular required evening and weekend shifts(approximately 2-3 times per month) to support special programs and events atMain Library.

Position Summary:

The Library Administrative Coordinatorisresponsibleforsupporting key service areas at Main Library, includingmeeting room bookings, private eventrentals, volunteer engagementandcustomer servicesupport. Thisposition provides administrative support to the Main Library management team,as well as the CML Executive Team and the CML Board of Trustees as needed. The Library Administrative Coordinator actsas a liaison for Main Library vendors and partners, including the caféoperator, security and janitorial service providers, and the Library’scontracted events rental manager.

Essential Functions:

• Preparecorrespondence (e.g. invoices, reports, memos, letters, agendas, financialstatements and other documents) using word processing, spreadsheet, database,or presentation software.
• Perform generaloffice administration duties, such as ordering supplies, maintaining recordsmanagement database systems, and assisting with financial tasks.
• Respond to and/orroute inquiries and citizen concerns to the proper authority for resolution.
• Answer phone callsand respond to inquiries in a professional and courteous manner.
• Record, compile,transcribe, and distribute minutes of meetings.
• Serve as aninternal resource on administrative policies and procedures for divisionssupported by this role and interpret these for employees throughout theorganization.
• Conduct research,compile data, and prepare reports for consideration and presentation byorganization leaders.
• Continuouslyreview operating practices and procedures and contribute to processimprovements when required.
• Manage andmaintain leaders’ electronic calendars.
• Prepare agendasand make other planning arrangements; such as coordinating catering and space,for committee, board, and other business meetings.
• Greet visitors anddetermine whether they should be given access to specific individuals.
• Open, read, sort,analyze, and distribute incoming correspondence, including faxes, email, memos,submissions, and reports.
• File and retrievedocuments, records, and reports.
• Make travelarrangements and process and post travel paperwork following county policiesand procedures.
• Provide back-upsupport to other divisions.
• May plan andparticipate in department functions as assigned.
• Analyze and reviewdocumentation and provide input and recommendations for updates and outcomes.
• Update onlinedatabases using Word/Excel or similar programs.
• Distribute, modifyand upload information using cloud-based management software, Office 365,OneDrive, etc.

Minimum Qualifications:

Minimum of five years of experience providing executive, administrative, and/or project support to senior level management.

Education:

• Bachelor’s degree in a related field
• Combination of relevant education and relevant experience accepted? Yes

Preferred Qualifications:

• Experience providing administrative support in civic/cultural, local government, non-profit or education sectors.
• Prior experience in facility operations and/or event management.
• Ability to work and communicate with people of diverse backgrounds and cultures.
• Strong understanding of diversity, equity, and inclusion within service delivery.
• Connection to and knowledge of Charlotte communities.
• Bilingual: Spanish-language skills preferred.

Knowledge,Skills and Abilities:

Knowledge of

• ScheduleManagement
• Office Management
• Data Analysis
• InformationPreparation

Skills:

• Excellentorganizational skills with attention to detail
• Excellent timemanagement skills with proven ability to meet deadlines
• Excellent writtenand verbal communication skills
• Excellent researchskills
• Excellent problem-solving skills
• Excellentinterpersonal skills

Abilities:

• Building Partnerships: Identifying opportunities and takingaction to build strategic relationships between one’s area and other areas,teams, departments, or organizations to help achieve business goals
• Communication: Clearly conveying information and ideas through avariety of media to individuals or groups in a manner that engages the audienceand helps them understand and retain the information provided
• Decision Making: Identifying and understanding issues, problemsand opportunities; comparing data from different sources to draw conclusions;using effective approaches for choosing a course of action or developingappropriate solutions; taking action that is consistent with available facts,constraints, and probable consequence
• Information Monitoring: Setting up ongoing procedures to collectand review information needed to manage an organization or ongoing activitieswithin it
• Technical/professional Knowledge and Skills: Having achieved asatisfactory level of technical and professional skill or knowledge inposition-related areas; keeping up with current developments and trends inareas of expertise
• Work Standards: Setting high standards of performance for selfand others; assuming responsibility and accountability for successfullycompleting assignments or tasks; self-imposing standards of excellence

Computer Skills:

• Advanced skillsin various computer applications including Microsoft Office Suite

Work Environment:

Works in a public library setting with moderate noise

Selection:

This classification has been identified as having a role in the developmentofADA compliant technologies and for which the incumbent agrees tofollowCounty policies to the best of their abilities in order to meetthese obligations.

Reasonable Accommodations Statement:

To accomplish this job successfully, an individual must be able to perform,with or without reasonable accommodation, each essential functionsatisfactorily. Reasonable accommodations may be made tohelp enablequalified individuals with disabilities to perform the essential functions.

Disclaimer Statement:

This is not intended to be an all-inclusive list of job-relatedresponsibilities, duties, skills, requirements orworking conditions.Other duties may be assigned based on business need and the supervisor’srequest.Mecklenburg County reserves the right to revise the jobdescription at any time. Designated positionsmay be required to assist inemergency and/or disaster situations.