Administrative Projects Manager, Administration, Hughes Main Library

Required:

• Bachelor’s degree in Public Administration, Business Administration, Business Management, Organization Leadership, or related field.
• Five years’ recent experience in an administrative position, including at least three years at the supervisory level. 
• Experience in strategic planning, organizational development, and data analysis. 
• Experience in developing written policy and procedures. 
• Experience at the intermediate level using word processing and databases. 
• Some experience using presentation software. 
• Other combinations of experience, education, and training may be considered. 

Preferred: 

• Administrative experience working in a public library or local government.
• Master’s degree in, Public Administration or Library Science.

Must have the ability to:

• concentrate for long periods of time
• utilize a standard telephone system
• speak distinctly when communicating with others on the telephone and in person
• see and interpret all job-related materials
• operate Library System equipment as assigned
• occasionally lift and/or move up to 10 pounds
• sit for long periods of time
• walk, bend, and stoop
• reach, grasp, and use hands to touch, handle, or feel
• type on an ongoing basis for long periods of time, using both hands
• tolerate low levels of dust and mold associated with working around paper files, books, and other library materials

• Use of personal vehicle with mileage reimbursement.
• Possesses and maintains a valid S.C. driver’s license.

These tasks are illustrative only; to carry out the day-to-day functions of the job, other duties may be performed. The omission of specific statements does not exclude them from the position if the work is similar, related or a logical assignment to the position. Essential job functions designated with (E).

• Serves as a member of the management team that formulates and implements organizational goals and objectives. (E) 
• Supervises the Administrative Coordinator. (E)
• Provides training and/or support for subordinate; reviews performance of subordinate and makes recommendations for improvement/growth as appropriate. (E)
• Interviews applicants and participates in the selection of new employees, as needed.
• Facilitates strategic planning and organizational development initiatives. (E) 
• Prepares agendas and coordinates and facilitates Administrative Team (A-team) meetings and supervisors’ meetings. (E)
• Serves as liaison to State Library Data Coordinator and maintains access to the survey portal for completion of annual Public Library Survey. (E)
• Manages Library System responses to local and national surveys. (E)
• Conducts annual analysis of select GCLS data sets and shares with A-Team.
• Assesses national, regional, state, and/or local studies and plans; researches current trends and legislation, and shares pertinent information with A-team.
• Maintains contacts with local and state government offices and agencies as needed. (E)
• Coordinates responses and develops and maintains procedures for responding to Freedom of Information Requests received by the Library System. (E)
• Coordinates the compilation, submission, and opening of Requests for Proposals and Invitations for Bids, ensuring requirements for legal public notices have been met. (E)
• Monitors progress and assists in establishing priorities for various departmental and system-wide projects as needed.
• Develops new or modifies existing policies/procedures, including maintaining the GCLS Policy Manual for the Library Board of Trustees and ensuring changes are communicated with staff and posted on the public website as needed. (E)
• Proofreads documents for consistency with Library System standards, policies, and procedures. (E) 
• Coordinates and provides coverage for the reception area in Administration and for the Main Library’s telephone system when needed. (E)
• Manages use of the Meeting Rooms, Board Room, and other public areas of the Main Library, including resolving problems, tracking usage, and internal management of room set-up. (E)
• Manages system-wide inventory of Library System Meeting spaces signage, equipment, capacities, and dimensions. (E)
• Serves as recording secretary for Library System Board of Trustees meetings and regularly submits meeting attendance records to the Greenville County Clerk to Council. (E)
• Coordinates Library Board of Trustees meetings, manages and maintains meeting files, attendance records, contact information, annual meeting schedules, committee lists, and GCLS Policy Manual. 
• Coordinates updates to the Library Board of Trustees, Accessibility, Meeting Spaces, About Us, Bids & Proposals webpages on the public website, and the ADA and Administration webpages of StaffWeb.(E)
• Maintains Donor Forms and process related to book requests with Technical Services staff, drafts donor correspondence for Executive Director, and communicates with donors as needed.
• Serves as the ADA Coordinator for non-employment related issues for the Library System. Ensures legal requirements related to accommodations and public services are being met under the ADA. Performs the following related duties (E):

1. Investigates and responds to complaints and requests from the public.
2. Ensures that mandated notices and grievance procedures are communicated to the public in some fashion.
3. Advises Library System administration of necessary action to remain in compliance.
4. Manages the Accessibility section of the public website.
5. Recommends related training for staff.
6. Performs the following tasks related to managing assistive technology offerings for the Library System:
   • Conducts annual audits of equipment; maintains assistive technology inventory, and ensures technology offerings are up to date
     • Works with Information Technology staff to assess and purchase upgrades 
     • Tracks distribution of portable assistive technology equipment to Library System locations

• Attends meetings for top-level management in their absence, as well as other meetings, training programs, workshops, and conferences as requested by supervisor. (E)
• Addresses patron complaints and/or handles requests on behalf of the Executive Director. Handles related correspondence and serves as contact for future concerns when needed. (E)
• Ensures safe work methods are followed to prevent injury. (E)
• Works a schedule that meets the needs of the unit. (E)
• Maintains regular and reliable attendance and remains compliant with the Library System’s Attendance Guidelines. (E)
• Performs related duties and responsibilities as assigned.

(Testing of computer skills may be part of the interview process for this position.)

Knowledge:

• Comprehensive knowledge of office management, project management, strategic planning, and organizational development
• Knowledge of South Carolina Freedom of Information Act and Americans with Disabilities Act for public services/accommodations. 
• Knowledgeable in supervisory methods and techniques.

Abilities/Skills:

• Advanced level English usage, spelling, grammar, and punctuation. 
• Ability to create and maintain clear procedural documentation. 
• Ability to successfully manage departmental and system-wide projects, and coordinate special events and meetings. 
• Ability to think critically and use discretion in carrying out duties and responsibilities. 
• Ability to effectively use independent judgment to resolve problems within established guidelines.
• Ability to use tact and diplomacy when dealing with colleagues and the public.
• Ability to use effective verbal, written, and discreet communication with management and staff.
• Ability to facilitate meetings.
• Must have strong organizational skills and the ability to follow established procedures. 
• Good personal computing skills, including intermediate use of word processing and spreadsheet programs, various Internet browsers and email, presentation software, and the ability to learn moderately complex computer applications. 
• Ability to supervise and provide adequate instruction and direction to subordinates. 
• Ability to establish and maintain effective working relationships with appointed officials, other government agencies, civic and community groups, library staff, and the general public. 

Characteristics:

• Provides a strategic perspective, able to see beyond immediate pressures, and stay focused on important long-term objectives. 
• Results-driven, forward-thinking, and a creative/innovative problem-solver who provides fresh alternatives regardless of their popularity.
• Exhibits self-motivation and exceptional time management capabilities.
• Remains calm under pressure and is responsive, not reactive.
• Excellent communicator who is also a good listener, serving as a sounding board and advisor for the Executive Director.
• Ethical, approachable, trustworthy, and apolitical.
• Adaptable to changing organizational needs. 
• Values technology as a tool, staying on top of technology trends.
• Receptive to feedback, willing to learn, and embraces continuous improvement.
• Arrives on time, works hours as scheduled, and maintains a good attendance record.