Library Secretary Specialist

Library Secretary Specialist

US-NJ-Princeton

Job ID: 2022-15292
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Library Secretary Specialist (LSS) is responsible for identifying, organizing, and executing the administrative needs of the Friends of Princeton University Library (Friends). This position requires the ability to work independently; handle “complex decision-making within policy guidelines with supervision generally in the form of consultation and approval of decisions exceeding policy guidelines” (not just routine decisions regarding how to organize work activities); juggle multiple–often conflicting–priorities; establish workflows and processes with multiple parties; problem-solve; work effectively with a wide range of individuals, including donors and senior Library administration; and keep various parties informed. This position not only works with the Student Friends organization to support administrative and event planning, but also serves as a coach to the new student leaders within the group. This position also requires the ability to assess and test the effectiveness of a new procedure, work method and/or process. This position will require the ability to gain acceptance of ideas and proposed actions through strong, nuanced negotiation and communication skills.

The Friends of the Princeton University Library is a dedicated community of volunteer supporters. The Friends support acquisitions, research grants and fellowships for scholars from around the world, and sponsor and host a variety of programs such as talks and lectures, exhibition events, Library-related trips, and tours.

The LSS reports to the Library Publicity Manager, Office of Library Communications (OLC) and provides support for membership activities, website maintenance, communications, liaison work, event planning (including Zoom webinar facilitation), publications support, and other duties as assigned. (See details to follow.) Facilitating events, including attendance at events is expected and will require some evening and weekend work.

Responsibilities

Specific responsibilities include the following as well as other duties as assigned:

Liaison relations:

Facilitate liaison relationship between PUL, Friends, and Student Friends of PUL, including fielding inquiries and monitoring email account, attending meetings and recording notes/minutes as required, tracking the status of Friends projects and activities, providing statistical information as requested (number of event attendees, web traffic, analytics…). maintaining Friends-related records (such as ByLaws and annual meeting minutes) and other as needed

Events:

Organize and facilitate Friends events, including Zoom webinars open to the public, private in-person events (such as exhibition receptions), hybrid events, annual meetings, executive committee meetings, spring and fall dinners; coordinate all logistics including booking spaces, AV, developing programs with Friends members, food; process vendor invoices; track event budget; post recorded events to Media Central and track closed captioning; support publicity through email blasts (MailChimp and University systems) and other platforms such as calendaring and social media; supervise student workers

Membership drives:

Coordinate membership drives and other activities related to the Membership Committee, including initial registrations and renewals, maintaining and updating databases, coordinating mass mailings (print and digital), preparing membership reports

Website and publications and print literature production:

Coordinate FPUL operational and production aspects of publications, distribution (print and electronic), coordinate JSTOR e-content, publication inventory, ISBNs and other duties and support of production as needed

Qualifications

Requirements

• A bachelor’s degree or equivalent work experience
• Minimum 5 years of relevant experience, including experience with volunteer groups in a higher ed or non-profit environment
• Strong interpersonal and diplomacy skills
• Excellent written and verbal skills
• Significant event planning experience for large and small gatherings in virtual and in-person environments; Zoom webinar experience
• Ability to stay organized and ensure attention to detail; strong proofreading skills
• Demonstrated experience with print management including gathering print project assets and submitting design and print orders to vendors
• High proficiency with web content management systems, preferably Drupal, database systems, and MailChimp
• High proficiency with Google programs, Outlook, MS Office Suite, Sharepoint, and Access
• High proficiency with photo management, including ability to resize images in Photoshop for various use such as website and print
• Demonstrated social media proficiency
• Ability to maintain confidentiality
• Demonstrated commitment to diversity and inclusion

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

PI191305378