We’re Hiring

Position Description:
Administrative Coordinator 

Overview  

We are seeking a versatile colleague who thrives in an administrative role, enjoys supporting the needs and work of others, possesses strong organizational skills, is comfortable with writing and technology, and wants to use their powers for good. Our vision is a dynamic library at the heart of every community, and we’re looking for someone who will help us champion that goal. Libraries today are about more than books, they are about people. They are places where people can connect, learn, discover, and grow. If this intrigues you, and if you want to make a difference through your work, we’d like to meet you.  

The Friends of the Saint Paul Public Library acts as a catalyst for libraries to strengthen and inspire their communities. An independent, nonprofit organization established in 1945, The Friends invests in the Saint Paul Public Library through fundraising, advocacy, and programming; as a result, our library is a nationally recognized leader in serving its community. The Friends also serves libraries across the country and internationally through its consulting enterprise, Library Strategies, and promotes literacy, reading, and libraries statewide as the Library of Congress’s designated Minnesota Center for the Book. We are a staff of 15 full- and part-time individuals, committed to advancing equity through all our work, practicing inclusion, and reflecting the strength of Saint Paul’s diversity.  

Our Organizational Environment  

The Friends strives to be an inclusive, collaborative team. We embrace and actively promote an equitable work environment and employ anti-racist practices and principles to accomplish our work. We each have our own unique roles but recognize the importance of sharing ideas and responsibilities across departments to achieve our mission. We value and bring diverse perspectives while sharing a commitment to innovation, learning, integrity, and excellence. We have a flexible work environment and recognize the value of both working remotely and working together in our office. We bring hospitality to everything we do, whether it’s with our donors, our program attendees, or each other. 

Position Summary  

Reporting to the Senior Director of Finance and Administration, the Administrative Coordinator is a critical member of The Friends’ Resilience Department (which covers finance, administration, operations, human resources and technology). The position provides administrative support across the organization; with the Board of Directors; in furtherance of the organization’s diversity, inclusion, and equity work; and with vendors and partners across the community.  The person who will thrive in this role enjoys communicating with others, brings a customer-service mindset to everything they do, and is comfortable with technology. This is a 0.8 FTE, non-exempt position (four days per week). 

Responsibilities 

Administration 

  • Serve as first point of contact for individuals by answering the main phone line and responding to general email accounts. 
  • Maintain Friends Outlook calendars, staff meeting agendas, phone lists, and staff information. 
  • Provide general administrative support for the organization, including but not limited to: mail handling, processing outgoing mail and replenishing postage machine;  maintaining memberships for professional associations;  tracking and managing state registrations; tracking credit card reward points and booking travel; general correspondence; and more. 
  • Track inventory and order supplies. Incorporate vendor and supplier diversification and inclusion efforts into Friends purchasing practices. Research, reach out, and solicit vendors who represent enterprises owned and/or operated by women, people of color, people with disabilities, or other groups that have been historically excluded from the benefit of full participation in Saint Paul’s business community. 
  • Serve as primary liaison to office landlord to ensure tenant communication is shared in a timely manner. 
  • Support the administration of Friends’ hiring efforts and assist with onboarding new staff members. Collect and organize qualified applications; schedule interviews; correspond with candidates; and ensure appropriate records are kept of all hiring processes. Incorporate diversification and inclusion efforts into Friends hiring practices. On behalf of the organization, research, reach out, and build relationships with individuals and organizations who can strengthen and diversify The Friends’ networks in order to attract and retain the strongest possible pool of diverse, qualified job seekers for any staff or contract vacancy. 
  • Ensure that organizational documents and communications related to policies, procedures, and practices are up-to-date and consistent with diversity, equity, and inclusion best practices. 
  • Prepare materials that strengthen The Friends’ partnership with the Library, including Library staff retirement certificates, bookplates for Library memorial gifts, gift transfer documentation, Friends 101 materials, etc.  
  • Research and communicate professional development opportunities for staff on an ongoing basis, with particular emphasis on activities and experiences that will advance individual and organizational learning related to diversity, equity, and inclusion.  
  • In conjunction with the Accountant, act as resource to staff regarding technology and proactively explore technology opportunities to enhance the organization’s information needs. 
  • Support future capital campaign efforts, as needed. 

Board Support 

  • Provide overall administrative support to The Friends’ Board of Directors under the direction of the President. This includes supporting four Executive and four full Board meetings per year, including: polling, scheduling, tracking attendance, preparing and distributing materials, providing hospitality, and supporting meeting facilitation. 
  • Attend all Executive Committee and Board meetings and record meeting minutes. 
  • Provide administrative support to Board activities and efforts related to diversity, equity, and inclusion. This may include attending meetings, taking minutes, conducting requested research or information gathering, scheduling, and administering DEI-related activities.  
  • Respond to inquiries and requests from members of the Board of Directors to help deepen their connection to the organization and grow in their knowledge and engagement with the work.  
  • Update Board contacts and information for Board handbooks and website portal on an ongoing basis. 
  • In partnership with the Board Secretary, maintain official, permanent records for the organization in accordance with nonprofit compliance rules. 

Institutional Responsibilities 

  • Serve as a member of the internal Diversity, Equity and Inclusion Guiding Team. Provide administrative support to this group’s activities and efforts including full participation in meetings, scheduling, administration, research, correspondence, and other activities.  
  • Actively participate in all staff activities to support the achievement of goals outlined in the strategic plan. 
  • Seek opportunities to elevate the quality, effectiveness and equity impact of Friends’ programs, events, advocacy, and fundraising initiatives by building relationships with Friends’ stakeholders.  
  • Assist with Friends’ annual Minnesota Book Awards Ceremony, Opus & Olives, and other events as needed.  

Qualifications  

Competitive candidates for the role will meet most of the following qualifications:  

  • Two years’ professional experience working in an administrative role, ideally with a nonprofit or small business. 
  • Experience and comfort with technology including Office 365, Adobe, Sharepoint, Zoom, Teams, etc.  
  • Strong written and verbal communication skills that reflect a high level of intercultural competency and awareness: effectively adapts communication and engagement approach to ensure positive experiences across differences in culture, ability status, and background. 
  • Commitment to protecting and maintaining confidential information and sensitive data. 
  • Attention to detail and dedication to follow through. 
  • Skilled at managing priorities to meet deadlines. 
  • Enjoy working independently and in a team environment. 
  • Dedicated to continuous improvement and proactive problem solving. 
  • Experience working with people from diverse backgrounds. 
  • Employs anti-racist practices and principles to accomplish work. 
  • A customer service mindset that focuses on creating value, loyalty, trust and inclusivity among both colleagues and contributors to The Friends.  
  • A strong sense of personal responsibility and integrity. 

Compensation  

The salary for this .8 FTE non-exempt position (four days per week) will be $32,500 ($19.50/hour).  Benefits include paid vacation and sick leave, medical and dental coverage, life and long-term disability insurance, and access to the organization’s retirement plan (the latter after 12 consecutive months of employment). 

Physical Requirements  

As of the time of writing, this position will be working remotely in a work environment of the incumbent’s choice. Upon return to an in-office setting (which will offer a hybrid schedule that utilizes both remote and office work environments), this position will work in an administrative office environment that is ADA compliant. Qualified candidates must be able to remain in a stationary position at least 80% of the time; the person in this position must be able to operate a computer keyboard and other office machinery, such as a copy machine, printer, postage meter, remote meeting technology, and telephone.   The person in this position frequently communicates with staff and external partners and must be able to exchange accurate information verbally, in writing, and by telephone. 

Equal Opportunity Employer  

It is the policy of The Friends of the Saint Paul Public Library to provide an equal employment opportunity to all individuals. We are committed to a diverse workforce. We value all employees’ talents and support an environment that is inclusive and respectful. We are strongly committed to this policy and believe in the concept and spirit of the law. It is the policy of The Friends to comply with all applicable laws that provide equal opportunity to all employees or applicants for employment without regard to race, color, creed, religious belief, sex, sexual orientation, national origin, marital status, status with respect to public assistance, disability, age, military status, genetic information, familial status or any other characteristic protected by applicable federal or state law.  

To Apply  

Interested, qualified job seekers should send a resume and cover letter (outlining specific interest in the role as well as qualifications) to [email protected]. Applications will be screened as they are received and the position will be filled when the best candidate is identified.  

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