Boston University ADMINISTRATIVE COORDINATOR, Boston University Libraries in BOSTON, Massachusetts
The Boston University Libraries seeks a reliable, service-centered individual to primarily support the operations of the Howard Gotlieb Archival Research Center, Boston University’s special collections and archives unit. Responsibilities include supporting the day-to-day functions of the curatorial, processing, preservation, public services, and administrative staff. Must be able to work independently and as a member of a team, to set priorities in consultation with others, and to handle sensitive/confidential information.
Reporting to the Executive Office Manager, the administrative coordinator will also provide support to other units within the BU Libraries as part of a central administrative team.
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 for staff meetings; maintains appropriate follow-up on action items; documents action item completion; and ensures that meeting agendas and summaries are properly archived.
Provides administrative, information-gathering, and other support for special projects; requests from OGC and the Office of the Provost; as well as grants and grant proposals.
Provides 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. Performs other general and specialized administrative duties as assigned.
Provides “first tier” public services as the initial point of contact for guests at the front desk and by answering the telephone, taking messages and diverting calls; receiving and responding to email messages; provides back-up support for the Reading Room by covering and monitoring as needed. Manages all Gotlieb Center patron invoicing, processing payment, and shipping of collection duplication orders; reconciles petty cash received from patrons in the Gotlieb Center Reading Room.
Supports the Gotlieb Center and BU Libraries 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 sponsorship; tracks receipt of donations and signed Deeds of Gift in the Gotlieb Center administrative database and ensures timely notification to Libraries Administration.
Coordinates and manages planning for all department events held in-person and in a virtual environment including receptions, lectures, conferences, workshops and other BU Libraries and Gotlieb Center events.
1-3 years of relevant experience
Strong interpersonal and communication skills and the demonstrated ability to work effectively with a wide range of constituencies in a diverse community
Strong organizational skills, including the ability to manage competing priorities and meet deadlines
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.
A resume and cover letter are required to be considered.
Boston University Libraries is a learning organization that supports the work of BU librarians, archivists, and information and subject specialists to seek and share knowledge, practices, and perspectives that advance library services to the university community. Embedded in numerous vibrant regional and national library and information specialist networks, the Boston University Libraries are active members within the Boston Library Consortium, the Association of Research Libraries, and the Coalition for Networked Information, and library staff at BU serve as engaged thought-leaders on a wide breadth of library management and service areas across diverse communities.
Through the Libraries, BU also is a member of the Association of Research Libraries (ARL), the Coalition for Networked Information (CNI), the Northeast Research Libraries Consortium (NERL), HathiTrust, the Boston Library Consortium (BLC), the Eastern Academic Scholars’ Trust (EAST), the OCLC Research Library Partnership, the Scholarly Publishing and Academic Resources Coalition (SPARC), and the Higher Education Leadership Initiative for Open Scholarship (HELIOS).
Boston University, a member of the Association of American Universities (AAU), is one of the leading private research and teaching institutions in the world, with two primary campuses in the heart of Boston and programs around the globe. Chartered in 1869, the University is home to more than 33,000 students from more than 130 countries, 375,000 living alumni, 10,000 faculty and staff, and 17 schools and colleges.
Please note all newly hired staff and faculty will need to be in compliance with Boston University’s COVID-19 Vaccination and Booster Requirement (https://www.bu.edu/hr/hr-covid-19-resources/vaccine-required-for-faculty-and-staff/) within 30 days of date of hire. You must upload your vaccine documentation or request a medical or religious exemption (instructions (https://www.bu.edu/hr/hr-covid-19-resources/upload-your-covid-vaccination-documentation/) ). For further information on the University’s response to COVID-19, please visit the COVID-19 Resources (https://www.bu.edu/buohc/covid-19/) site.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, physical or mental disability, sexual orientation, gender identity, genetic information, military service, pregnancy or pregnancy-related condition, or because of marital, parental, or veteran status. We are a VEVRAA Federal Contractor.