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Temple University · 1 day ago

Administrative Coordinator: Charles Library

Philadelphia, PA

Full-time

Onsite

Entry Level

$23.07/hr - $27.40/hr

1+ years exp

Temple University is searching for an Administrative Coordinator for its Charles Library. The role involves performing administrative, management, and operational functions to support events and facilities management within the library.

Higher Education

Responsibilities

Serves as a primary point person for reservations system processes and oversees reservations request process for all reservable areas including requests by student organizations, schools/colleges/departments, and external users

Manages reservations policy for all library event spaces, ensures that event hosts follow building and other space policies, and enforces University policies and procedures related to use of spaces

Schedules and completes site visits and event meetings for routine and complex reservations

Executes event planning meetings effectively – both in-person and via the web, including accurately developing event plans, and communicating needs for both University and Non-University provided services (A/V, media representatives, catering, furniture rental vendors, facilities/housekeeping/security, etc.)

Coordinates logistics, set-up, and staffing schedules with Library Facilities Services staff and other members of Library Administration

Provides weekly event email review for the Library Administration for the coming week

Manages events on site, including day-of coordination with other library staff, Student Building Supervisors, housekeeping, service operations, security, catering, and others

Acts as the public face for Charles Library events and addresses any customer service issues

Manages tour requests and scheduling

Manages a list of library staff members available to serve as tour guides, including training new guides, updating the list on a semesterly basis, and reviewing and updating the tour script to account for changes within the building

Leads tours of Charles Library

Manages submission of Facility Use Agreement and insurance requirements for external users liaising with Risk Management Office regularly

Handles storage and upkeep of event space equipment

Serves in a support role for internal events, including logistical assistance and physical monitoring of events

Manages and approves requests to use library facilities for filming from students, university departments, and external users

Compiles event data for all planned and past events, including information on host, set-up, A/V needs, and catering

Coordinates large-scale, non-standard events with University Events and external users

Manages library digital advertising displays (Appspace) through third-party scheduling software

Manages requests for informational tabling in and around the library

Manages faculty and graduate student lockers in the library, including responding to requests, updating availability, and resetting combinations

Manages catering orders with Cherry & White catering to ensure accurate order placement and day-of coordination including delivery, setup, and breakdown

Qualification

Microsoft OfficeEvent managementZoom proficiencySupervising student staffWindows OSCustomer serviceHigh stress environmentWritten communicationOral communicationRelationship building

Required

Bachelor's degree

One (1) year of related experience

Experience in supervising student staff

An equivalent combination of education and experience may be considered

Proficiency in Microsoft Office and Windows OS

Demonstrated event management skills

Excellent written and oral communication skills

Excellent customer service skills

Ability to establish and maintain effective working relationships

Ability to work nights and weekends for certain events

Ability to work effectively in a high stress, people-oriented environment

Proficiency with Zoom and/or other teleconferencing platforms

Preferred

Knowledge of safety and security precautions appropriate to work performed

Benefits

Full medical, dental, vision coverage

Paid time off

12 Paid Holidays

Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE

A generous retirement plan and so much more!

Company

Temple University

Glassdoor4.0

As the largest university in one of the nation’s most iconic cities, Temple educates diverse future leaders from across Philadelphia, the country and the world who share a common drive to learn, prepare for their careers and make a real impact.

Founded in 1884

Philadelphia, Pennsylvania, US

5001-10000 employees