Administrative Coordinator: Charles Library

Temple University's Charles Library is searching for an Administrative Coordinator!

Become a part of the Temple family and you will have access to the following:
Full medical, dental, vision coverage
Paid time off
12 Paid Holidays
Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
A generous retirement plan and so much more!

Hourly Rate - $23.07-$27.40
A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant's education and experience, all relevant internal equity considerations, department budget, and funding source.

Position Summary
Reporting to the Library Facilities Superintendent, the Administrative Coordinator performs administrative, management, and operational functions in support of events hosted at the library as well as other facilities management aspects within Charles Library. Coordinates and leads tours of the building for interested groups. Manages administrative requests for filming approval, informational tabling in the library, and personal storage lockers available to graduate students and faculty members. The coordinator is responsible for scheduling, coordinating, and administering events as well as providing necessary program support to departmental and external clients. Communicates with other facility/program staff to ensure accurate scheduling of set-up requirements, staffing, and service support. The coordinator typically works a Monday - Friday, 8:00 am to 5:00 pm schedule with occasional evening and weekend hours as required for certain events. Performs other duties as assigned.

Temple University Libraries serves the Temple community and beyond, including more than 30,000 students, and over 2,000 full-time faculty, researchers, and visitors on Main, Center City, Rome, Japan, and Health Sciences campuses. We are committed to providing research and learning services, offering open access to our facilities and information resources, and fostering innovation and experimentation. Our collections hold millions of physical and digital titles, thousands of print and online journal subscriptions, and hundreds of research databases. We also collect, preserve, and provide access to a broad universe of special collections, including rare books, manuscripts, archives, photographs, and more. As part of our library enterprise, the award-winning Temple University Press supports our mission to advance learning and scholarship.

Job Details
This position is 100% ON-SITE.

Required Education and Experience
* Bachelor's degree.
* One (1) year of related experience.
* Experience in supervising student staff.
* An equivalent combination of education and experience may be considered.

Required Skills and Abilities
* Proficiency in Microsoft Office and Windows OS.
* Demonstrated event management skills.
* Excellent written and oral communication skills.
* Excellent customer service skills.
* Ability to establish and maintain effective working relationships.
* Ability to work nights and weekends for certain events.
* Ability to work effectively in a high stress, people-oriented environment.
* Proficiency with Zoom and/or other teleconferencing platforms.

Preferred Skills and Abilities
* Knowledge of safety and security precautions appropriate to work performed.

Additional Information
Essential Duties
* Serves as a primary point person for reservations system processes and oversees reservations request process for all reservable areas including requests by student organizations, schools/colleges/departments, and external users.
* Manages reservations policy for all library event spaces, ensures that event hosts follow building and other space policies, and enforces University policies and procedures related to use of spaces.
* Schedules and completes site visits and event meetings for routine and complex reservations.
* Executes event planning meetings effectively - both in-person and via the web, including accurately developing event plans, and communicating needs for both University and Non-University provided services (A/V, media representatives, catering, furniture rental vendors, facilities/housekeeping/security, etc.).
* Coordinates logistics, set-up, and staffing schedules with Library Facilities Services staff and other members of Library Administration.
* Provides weekly event email review for the Library Administration for the coming week.
* Manages events on site, including day-of coordination with other library staff, Student Building Supervisors, housekeeping, service operations, security, catering, and others.
* Acts as the public face for Charles Library events and addresses any customer service issues.
* Manages tour requests and scheduling.
* Manages a list of library staff members available to serve as tour guides, including training new guides, updating the list on a semesterly basis, and reviewing and updating the tour script to account for changes within the building.
* Leads tours of Charles Library.
* Manages submission of Facility Use Agreement and insurance requirements for external users liaising with Risk Management Office regularly.
* Handles storage and upkeep of event space equipment.
* Serves in a support role for internal events, including logistical assistance and physical monitoring of events.
* Manages and approves requests to use library facilities for filming from students, university departments, and external users.
* Compiles event data for all planned and past events, including information on host, set-up, A/V needs, and catering.
* Coordinates large-scale, non-standard events with University Events and external users.
* Manages library digital advertising displays (Appspace) through third-party scheduling software.
* Manages requests for informational tabling in and around the library.
* Manages faculty and graduate student lockers in the library, including responding to requests, updating availability, and resetting combinations.
* Manages catering orders with Cherry & White catering to ensure accurate order placement and day-of coordination including delivery, setup, and breakdown.

Temple University is committed to a policy of equal opportunity for all in every aspect of its operations, including employment, service, and educational programs. The University has pledged not to discriminate on the basis of age, color, disability, marital status, national origin or ethnic origin, race, religion, sex (including pregnancy), sexual orientation, gender identity, genetic information or veteran status.

Compliance Statement: In the performance of their functions as detailed in the position description employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their actions and outside activities do not conflict with their primary employment responsibilities at the institution. Employees are also expected to understand and be in compliance with applicable laws, University and employment policies and regulations, including NCAA regulations for areas and departments which their essential functions cause them to interact.

Temple University's Annual Security and Fire Safety Report contains statistics, policies, and procedures related to campus safety. Go here to review: https://safety.temple.edu/reports-logs/annual-security-report.

You may request a copy of the report by calling Temple University's Department of Public Safety at 215-204-7900.