Administrative Coordinator, Special Collections and Library Events

Brown University

Job Description:

The Administrative Coordinator, Special Collections and Library Events is an essential part of the administrative team for the John Hay Library and provides specialized administrative support to the Associate University Librarian for Special Collections and Director of the John Hay Library and general administrative support for the John Hay Library.  This support includes high-level, direct support to AUL/Director with calendar management, including coordinating appointments with large groups and individuals, arranging travel, proofreading and formatting documents, and assisting with project management. Additional responsibilities include providing meeting support, inventory management for archival and general supplies, maintaining a master workflow manual for special collections, assisting students and staff with onboarding processes, and handling regular financial transactions and contract management. The Coordinator is relied upon to research, analyze, and resolve a wide-range of tasks to support the AUL/Director in high-level administrative work including budgeting, grant applications and reporting, and other special projects as needed.

The Coordinator also contributes to Library-wide event planning and management (in-person, virtual, and hybrid) under the direction of the Director of Library Communications and Public Programs, who is part of the Office of the University Librarian. The Coordinator monitors event budgets and liaises with internal offices as well as campus and external vendors and community members to ensure events run smoothly.  Occasional early morning, evening, and weekend hours are required.

About the Library:

The John Hay Library is home to Brown University’s remarkable collections of rare books, manuscripts, and archival material. The Hay and its collections attract an international cohort of researchers, and as a Carnegie Library, the Hay is committed to investing in community and public engagement. To ensure that its collections are carefully stewarded for long-term access and use by any visitor, the John Hay Library Collection Policy outlines seven strategic collecting directions (including Military & Society) and core guiding principles for collecting. The Hay’s mission is to collect and preserve rare and unique materials that promote interdisciplinary research, teaching, and learning and inspire experimentation and creativity. Its collections support free and open inquiry, and we are committed to providing equitable access to our collections, exhibitions, and programming to a global community of students, scholars, and the public.

The Brown University Library is a dynamic center of scholarship and community at the heart of a world-class research university. Supporting and collaborating with a broad and diverse academic constituency, the Library is essential for Brown’s mission “to serve the community, the nation, and the world by discovering, communicating, and preserving knowledge and understanding in a spirit of free inquiry.” Integrating with Brown’s ambitious strategic plans, the Library is a site of innovation that fuels intellectual creativity.  Signature Library initiatives include the establishment of the Center for Library Exploration and Research to increase campus and community impact; the Racial Justice Project to assess and counteract the legacies of historical racism in library practice; the Digital Publications Initiative pioneering new approaches to born-digital scholarship; and a revisioned special collections program that is positioning the John Hay Library as a research destination and leader in reparative and community-based collecting. We are seeking outstanding library professionals at all levels of the organization who are excited about advancing academic excellence at the highest level, and who will bring a wide array of backgrounds, experiences, and abilities to a scholarly community that is actively committed to being more diverse and inclusive.

Major Responsibility:  Provide administrative support to Associate University Librarian for Special Collections and Director of the John Hay Library 70%

Supporting Actions:

  • Provides administrative support (including information requiring confidentiality) for the Associate University Librarian (AUL/Director) for Special Collections and Director of the John Hay Library.
  • Proactively manages the AUL/Director’s schedule and calendar, including the coordination of all internal and external requests for meetings; facilitates meeting requests for the Assistant Director of the John Hay Library and University Archivist as needed.
  • Provides administrative support to various committee meetings, including creation of agendas, recording minutes, and supporting logistics.
  • Ensures AUL/Director is prepared for meetings so that meetings are efficient and productive; attends meetings as requested, takes and distributes minutes, generates action item lists, and follows up to ensure that agreed upon actions are taken.
  • Coordinates flow of information in absence of AUL/Director; reviews and processes incoming correspondence using discretion and independent judgment to determine what can be handled by the AUL/Director and what should be routed to others.
  • Arranges travel and submits expense reports for AUL for Special Collections
  • Provides administrative support (including proofing/finish work) for special projects
  • Maintains email distribution lists.
  • Assists with onboarding staff and student workers in the John Hay Library.
  • Maintains high-level knowledge of Brown’s Workday Financial system.
  • Initiates and processes IPRs, POs, supplier invoices, expense reports, and Professional Service Agreements; manages financial award dispersal for John Hay Library Undergraduate Fellows.
  • Develops and creates workflow and process documentation for the John Hay Library.
  • Coordinates grant activity for the John Hay Library; assists with setting up grants in Coeus and organizing grant application materials.
  • Manages complex, sensitive documents for grant activity and other administrative planning for the John Hay Library.
  • On a weekly basis, contributes to the staffing of service points in the John Hay Library, including the front desk and the Special Collections Reading Room.

Major Responsibility:  Manage and troubleshoot event logistics   30%

Supporting Actions:

  • Works with Library staff, other University offices, and others, to coordinate event logistics for large events, including management of complex logistics that are necessary to allow Library and non-Library events to successfully occur.
  • Submits requests to vendors and other outside offices for needs not covered by Library resources.
  • Communicates with University and non‐University people to ensure that all relevant parties are aware of logistics and responsibilities throughout the event cycle.
  • Estimates costs and manages events within budget.
  • Oversees the coordination of high-level activities including logistics.
  • Provides access to Library facilities and resources as required.
  • Manages departmental and non-­departmental space requests using good judgment and diplomacy.
  • Researches and proposes venues, food and beverage options, and room and equipment set-ups appropriate to support event objectives.
  • Makes room reservations and places requests for catering, facilities, custodial and media services.
  • Meets regularly with the Director of Communications and Public Programs to ensure Library programs are in line with goals, standards, and procedures, and to ensure publicity targets are met.
  • Enables and verifies compliance with Brown Purchasing department processes.
  • Processes reimbursements and honoraria for guests.

Education and experience

  • Associates degree plus at least 3 years of administrative experience, or equivalent combination of skills and experience.
  • A minimum of one year of experience with event planning and scheduling is desirable
  • Customer-focused, customer service oriented
  • Strong organizational, administrative, and time management skills. Excellent attention to detail.
  • Excellent oral and written communication skills and good command of the English language and grammar is necessary.  Ability to communicate in more than one language is an asset.
  • Ability to be flexible in a constantly shifting environment with tight deadlines and high volume of activity
  • Initiative and ability to work independently (effectively using judgment and discretion) and as a member of a team
  • Excellent analytical skills
  • Ability to multitask and prioritize workload
  • Ability to successfully work with broad policies and guidance requiring judgment
  • Proficiency in Microsoft Office suite and Google platforms
  • This position requires a strong commitment to promoting diversity.

Candidates please note: All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown.

Recruiting Start Date:

Job Posting Title:
Administrative Coordinator, Special Collections and Library Events

University Library

Grade 8

Worker Type:

Worker Sub-Type:

Time Type:
Full time

Scheduled Weekly Hours:

Position Work Location:
Hybrid Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

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EEO Statement:
Brown University is an E-Verify Employer.

As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.

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