Special Collections Administrative & Budget Coordinator

Libraries Job Description

Job Summary

Provide administrative and operational support to the Director of Special Collections, as well as other staff in the Special Collections unit as needed. Perform primary function of office manager, in all ways that ensure the smooth operations of the unit. Liaise with internal and external stakeholders, especially on financial matters regarding fund management, fund raising, donor stewardship, and other public services. Provide complex fiscal management for the unit, including oversight for central budgeting and 20+ endowed and gift funds. Financial work includes active fund balancing, reporting, processing of invoices and other expenditures; tracking all income from multiple sources. Work closely with the administrative and operational support staff of the Smith College Libraries.

Take appropriate actions to support a diverse workforce and participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Essential Functions

Financial Management:

With the Director of Special Collections, serve as the subject matter expert for all Special Collections funds, central budget, adherence to Smith College best financial practices and policies. Coordinate regularly with the Smith College Libraries Administrative and Budget Coordinator, particularly with regards to financial reporting, auditing, and projections. Provide budget oversight for the Special Collections budget and endowed/gift funds, including planned expenditures with the collection stewards. Handling billing, invoices and transfers; oversee Special Collections’ office and archival supplies purchasing, and reimbursements. Serve as the authorized signatory for routine administrative expenses and reimbursements; as the primary approver for the Special Collections staff procurement cards; reconcile procard for the Director.

Lead the annual budget review with the stewards and Director of Special Collections, collaborating on budget planning and allocations. Lead the fiscal close process for Special Collections, in keeping with the same practices as the general Libraries. Provide financial analyses, models, and regular and ad-hoc budget reports to the Director, including monthly updates. Assist the Director of Special Collections with multiple grants and gifts funds associated with staffing and special projects; propose solutions to Special Collections needs in and outside of the central budget. Instruct the Special Collections staff on financial policies and practices, processes and systems, and ensure that both are followed.

Administrative and Operations Coordination:

Serve as the primary administrative and operational support for the unit, event support, supervising student workers, reporting, help desk function, coordination with facilities department, and clerical responsibilities.

Office management:

Maintain office/archival supplies, work with booksellers, donors, and others to provide logistics support for acquired materials; serve as the central point of response for special collections’ unique space maintenance requirements; handle incoming and outgoing mail, including overseeing the materials loans process to other institutions. Provide travel support for the Director, job candidates, and other visitors; coordinate reimbursements for out-of-pocket costs. Provide administrative support with all staff hiring, including redaction of applications prior to search committee review. Be the primary point of contact for the departmental phone number. Participate in the payment processing of special collections’ reproduction services: manage the online payment portal, create and track invoices, schedule and monitor the progress of orders and deliver content.

Participate in student hiring, including editing and posting student jobs, scheduling interviews, assisting in interviewing or interviewing directly, and following up with student hires across the unit. Help build a coordinated student mentoring program with other staff.

Coordinate the logistics for Special Collections events including planning, execution, and clean up. Provide informational support to visiting researchers or other guests of Special Collections. Offer tours of the special collections areas, on demand or scheduled as necessary, in the new Neilson Library. Actively participate in making special collections a welcoming environment for all visitors and recommending pathways to advance the unit’s commitment to inclusion, diversity, equity, and accessibility.

Other Functions

Other Duties as Assigned:

Participate in the ongoing operational practices of Special Collections including attending and participating in unit and department level staff meetings. Participate in college, library-wide and 5-College committees as appropriate. Other duties as assigned. Provide back-up supervision to the reception and reading room areas of special collections, including staffing the desk(s).

All employees are expected to participate in the College's efforts to create a respectful, inclusive, and welcoming work environment.

Minimum Qualifications (knowledge, skills, education, experience, certifications, licenses)

Associate’s degree plus 3-5 years of experience in budget management and office administration or an equivalent combination of education and or experience.

Experience working with individuals from diverse backgrounds.

Preferred Qualifications

Bachelor’s degree preferred. Some understanding of the principles and best practices of special collections and/or academic libraries strongly preferred; experience working in special collections or working with special collections materials preferred.


Strong cultural competencies and ability to work productively and respectfully with people from varied backgrounds. Attention to detail, ability to organize and prioritize work effectively; ability to respond rapidly and accurately under changing conditions; excellent communication and interpersonal skills; ability to track and complete tasks in a timely manner; commitment to following through until tasks are finished and done well; proficiency in Google Office Suite and spreadsheets in particular, accountancy and bookkeeping skills; ability to work independently and as a team member; experience or working knowledge of Workday; experience or working knowledge of archives and library databases preferred.

Please attach BOTH a current resume and a cover letter in order for your application to be considered for this position . You may combine your resume and cover letter into a single file or attach multiple files to your application, but BE SURE you have provided all attachments BEFORE SUBMITTING your application. You will NOT be able to attach additional files after you have hit the Submit button.

Review of applications will begin

August 5, 2021

Compensation Grade:

Grade L Non-exempt

Position Type:


About Smith College

Located in Northampton, MA, Smith College is one of the largest women’s colleges in the country and is dedicated to excellence in teaching and research across the liberal arts. A faculty of outstanding scholars interact with students in small classes, as advisors, and through student-faculty research projects. The College is a member of the Five College Consortium with Amherst, Hampshire and Mt. Holyoke Colleges, and the University of Massachusetts Amherst. Students cross-enroll and faculty cross-teach across the Five Colleges.

Smith College is an Affirmative Action/Equal Opportunity employer and does not discriminate on the basis of race, gender, age, color, religion, national origin, disability, sexual orientation, gender identity and expression or veteran status in the recruitment and employment of faculty and staff, and the operation of any of its programs and activities, as specified by all applicable laws and regulations. Women, minorities, veterans and individuals with disabilities are encouraged to apply.

Similar jobs

Similar jobs