Special Collections Administrative Coordinator

Posting Details

Posting Details



Job # 038702 Department Code 20640-5435 Department SU Libraries Job Title Special Collections Administrative Coordinator Location Syracuse, NY Pay Range Commensurate with Experience Staff Level S4 FLSA Status Non-exempt Hours
Standard University business hours

8:30am – 5:00pm (academic year)

8:00am – 4:30pm (summer)

Hours may vary based on operational needs. Job Type Full-time Campus Syracuse, NY Unionized Position Code Not Applicable Job Description
The Special Collections Research Center ( SCRC ) relies on this position to coordinate and manage the planning for all SCRC public events, programming and exhibitions which highlight SCRC’s rare and unique collections and research opportunities. In addition, the Administrative Coordinator works closely with SCRC Administration to track budget expenditures for SCRC’s 2 operational budgets in addition to 31 restricted accounts (17 endowments and 14 gift funds) and SCRC’s central collections support budget. The position manages the ordering and tracking of office and specialized archival supplies for processing collections and works with SCRC staff to facilitate and document all SCRC collection donation and purchases. This position is responsible for maintaining confidential donor files, grant files, and other project, team, and meeting files in addition to scheduling and preparing agendas and summaries SCRC Managers, Acquisitions, Collections and Department staff meetings. This position supports all operations of SCRC, including the day-to-day functions of the curatorial, processing, conservation, preservation, public services, and administrative units. Qualifications
Bachelor’s Degree and minimum 2 years of administrative support experience, preferably in an academic, library, or museum setting, or the equivalent combination of education and experience. Job Specific Qualifications
Required:

• Proficient in Excel, Microsoft Word, and Outlook.
• Proficient with accounting functions.
• Experience with project management.
• Exercises initiative and independent judgement to manage and coordinate daily office operations and workflow processes.
• Uses well-developed critical thinking skills to anticipate, prevent, and resolve issues independently.
• Ability to maintain confidentiality and use discretion when handling information or sensitive issues involving the department including, but not limited to, donor relations and collection acquisitions.
• Commitment to support and contribute to an equitable, inclusive, and accessible environment
• Strong attention to detail.
• Strong written and verbal communications skills.
• Strong time, organizational, and priority management skills.
• Creativity, flexibility, and ability to adapt to change.
• Ability to be a proactive, engaged, and responsive member of team.
• Interest in learning new skills and tools.

Preferred:

• Experience with FileMaker Pro.
• Experience in donor relations.

Responsibilities
Events, Programs, and Exhibitions
Coordinates and manages planning for all department events held onsite and in a virtual environment including receptions, lectures, conferences, workshops and other SCRC events, including but not limited to the Brodsky Series for the Advancement of Library Conservation, Pan Am 103 Remembrance Week, SCRC Open House, and the SCRC Faculty Fellows Program. Handles event details including room reservations, catering, technology, signage, travel and reimbursement, RSVPs, and event set-up and break-down. Regularly corresponds with faculty, administrators, students, staff, alumni, donors, and community members about departmental programs and events. Coordinates administrative work for exhibitions, including serving as the primary contact for designers and vendors, and ensuring calendar deadlines are met. Creates and provides news updates, press releases, and event information to the Director of Strategic Marketing and Communications as needed. Participate in exhibition planning meetings.

Budgetary
Works closely with SCRC Administration to review and maintain monthly reports on the expenditures and revenues of the department, including the operating, collections, restricted endowment, and grant-funded accounts. Presents department budget updates quarterly to SCRC Management Team. Works closely with the Libraries Budget Manager, Libraries Acquisitions staff, and the Libraries Business Office in reconciliation of various budgets. Coordinates acquisition related travel, professional development, and grant/fellowship recipient expenses. Ensures that all invoices for supplies, services and collection acquisitions are processed on the correct chart string in a timely manner. Manages all SCRC patron invoicing, processing payment, and shipping of collection duplication orders; reconciles petty cash received from patrons in SCRC Reading Room.

Administrative
Following best practices for office and records management, organizes and maintains the department’s administrative database and records (electronic and paper), including donor files, grant files, and other project, team, and meeting files. Schedules and prepares agendas and summaries SCRC Managers, Acquisitions, Collections, and Department staff meetings; maintains appropriate follow-up on action items; documents action item completion; and ensures that meeting agendas and summaries are properly archived. Serve as the central contact for content updates to SCRC web pages. Creates and provides news updates, press releases, and event information to the Director of Strategic Marketing and Communications. Provides administrative, information-gathering, and other support for grants and grant proposals.

Donors
Supports SCRC Administration and curatorial staff in coordinating the delivery and pick-up of incoming collection material from donors and the payment of vendors and rare book dealers. Prepares official Deeds of Gift and Acknowledgement Letters and manages signing by multiple parties; corresponds with various levels of sponorship; tracks receipt of donations and signed Deeds of Gift in SCRC Administrative database and ensures timely notification to Libraries Advancement. Keeps track of earmarked funds as necessary to honor specific financial requests.

General Operations
Provides other administrative support duties including delivering incoming and outgoing mail to the department; orders, tracks, and makes arrangements for the delivery of regular office and specialized archival supplies; and serves as main department contact for office equipment maintenance. Initiates and prepares written correspondence as needed. Provides back up support for Reading Room collection retrievals as needed. Perform other general and specialized administrative duties as assigned.

Physical Requirements Tools/Equipment Application Instructions
In addition to completing an online application, please attach a resume and cover letter. About Syracuse University
Syracuse University is a private, international research university with distinctive academics, diversely unique offerings and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and nearly 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors and 100 minors offered through 13 schools and colleges; nearly 15,000 undergraduates and 5,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit www.syracuse.edu. About the Syracuse area
Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal. EEO Statement
Syracuse University is an equal-opportunity, affirmative-action institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities. Commitment to Supporting and Hiring Veterans
Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members. Commitment to a Diverse and Inclusive Campus Community
Syracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity. Quick Link https://www.sujobopps.com/postings/94847 Job Posting Date 07/27/2022 Application Deadline Full Consideration By Job Category Staff Message to Applicants