Library Administrative Coordinator

The Chronicle Of Higher Education, Inc.; Boston (MA); Hybrid; USD 35,000 - 41,000; Full time

Job summary

Wentworth Institute of Technology in Boston is seeking a Library Administrative Coordinator to provide clerical and administrative support for the Schumann Library. This full-time, benefited role involves scheduling, budgeting, onboarding, and event planning, with most work on-site and one remote day per week.

The role reports to the Library Director and collaborates with library staff to ensure smooth operations, effective communication, and professional interactions with campus partners.

Qualifications

• Associate degree required; 1–3 years of administrative support in a professional office environment.
• Excellent verbal and written communication; ability to build professional relationships with campus constituents and external partners.
• Familiarity with budget administration, fiscal awareness, and office governance processes.
• Proficiency with standard office productivity software and the ability to learn library/institutional systems.

Responsibilities

• Provide administrative support for library operations.
• Coordinate meeting room scheduling, recruitment activities, and onboarding/orientation processes.
• Deliver calendar management, note-taking, and special project support; maintain SharePoint records.
• Act as liaison for contractors and service providers; manage reimbursements and documentation.
• Monitor budgets and expenditures; reconcile monthly statements and process purchasing and invoices.
• Coordinate staff schedules and maintain library operating hours on the website.
• Oversee facilities, equipment, and operations; liaise with maintenance and custodial staff.
• Support planning and coordination of library events and occupant services.

Skills

Customer service

Communication skills

Diversity & inclusion

Budgeting

Office software

Attention to detail

Scheduling

Problem solving

Discretion & integrity

Education

Associate’s Degree

Tools

Microsoft SharePoint

Job description

Job Description

Library Administrative Coordinator

The Douglas D. Schumann Library & Learning Commons seeks ahighly organized, customer and detail-oriented individual to fillthe role of Library Administrative Coordinator. Reporting to theLibrary Director, and working closely with library colleaguesthroughout the department, this role provides clerical andadministrative support for the Schumann Library on a variety offronts. This is a full-time, benefited position that supportsscheduling, budgeting, interdepartmental communication, and eventplanning and coordination. This is a majority on-site position; thetypical weekly schedule will be four days fully on-campus, andone-day fully remote.

Required Application Materials:

Resume and CoverLetter

Administrative & Clerical Support (35%)

• Serve as the primary administrative support resource forlibrary operations.
• Coordinate meeting room scheduling, support recruitmentactivities, and facilitate employee onboarding and orientationprocesses.
• Deliver administrative support to library staff as needed toensure efficient departmental operations.
• Coordinate reimbursement processing and maintain relateddocumentation for staff, employment candidates, and visitors.
• Provide comprehensive administrative support including calendarmanagement, meeting coordination, note-taking, special projectsupport, Microsoft SharePoint organization, and recordsmaintenance.
• Act as a principal liaison for contractors and serviceproviders.

Fiscal Management & Budget Support (25%)

• Monitor library budgets and expenditures to ensure financialaccuracy, fiscal responsibility, and compliance with institutionalpolicies.
• Reconcile monthly expenditures and credit card statements in atimely 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 oflibrary staff schedules in collaboration with library administrators.
• Ensuring the library website and departmental calendarsreflects 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 andmaintenance and custodial personnel.
• Serve as the primary liaison between the Library and the CopyCenter to facilitate service requests and operational needs.
• Monitor library equipment to ensure proper functionality andarrange maintenance or repairs as necessary.
• Maintain inventory levels and oversee the ordering oflibrary-owned office supplies.
• Collaborate with DTS to oversee computer maintenance and repairservices.

Stakeholder & Community Support (10%)

• Serve as the primary point of contact for student and campuspartner requests related to library programming and roomreservations.
• Assist with the planning, budgeting, and logisticalcoordination 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 theposition safely and effectively, with or without reasonableaccommodation. Specifically:

• Proven and demonstrable commitment to providing excellentcustomer 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 andinstitutional 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, & 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 whichindividuals develop their knowledge, skills, and expertise. Wewelcome applicants from diverse professional and educationalbackgrounds and encourage candidates to highlight how theirexperiences have prepared them to contribute successfully in thisrole.

Preferred Qualifications

• Experience working in a library, academic library, or relatededucational environment.
• Familiarity with emerging technologies in administrative and scheduling support.
• Willingness to participate in campus partnerships and outreachinitiatives on occasional evenings and weekends.

Position Details

At this time, the university is unable to sponsor applicants forH-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 thisrole.

Compensation and Benefits

Wentworth Institute of Technology is committed to fair,transparent, and legally compliant compensation practices. Webelieve that clarity about pay structures and ranges supportsequity, foster trust, and ensures a positive workplace for allemployees.

Please visit here to see the comprehensive benefits package offeredto 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 hasthe opportunity and support to reach their full potential and makecontributions to our campus community and beyond is InclusiveExcellence at Wentworth.

To find out more about the Wentworth’s commitment to InclusiveExcellence, 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 [e-mail] .

E-Verify for Employment Eligibility Verification (FormI-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 areauthorized to work in the United States.