Description
The New York Public Library seeks a full-time Senior Coordinator to provide essential support to the Public Programs & Exhibitions (PPERL) team, with a focus on exhibitions. The PPERL team is responsible for programming a diverse range of temporary exhibitions and displays across the Library's research centers.
The Senior Coordinator will support daily operations of the PPERL Exhibition team. A successful candidate will be creative and resourceful, demonstrate a strong work ethic, and bring reliability, attention to detail, and excellent organizational and communication skills.
The PPERL Exhibitions team is responsible for developing, organizing, and executing all aspects of exhibitions and interpretive displays across NYPL's three research centers: the Stephen A. Schwarzman Building, the Library for the Performing Arts, and the Schomburg Center for Research and Black Culture.
Responsibilities:
- Provides administrative coordination for the PPERL department with a focus on exhibitions
- Researches and prepares departmental documents, including attendance reports, patron statistics, checklist spreadsheets, and exhibition presentations
- Manages complex departmental calendars and monitors project timelines, proactively sending reminders about deliverable deadlines
- Organizes and schedules meetings, trainings, and site visits for the broader PPERL team
- Provides high-level administrative support for the Director of Exhibitions and the Vice President of Public Programs and Exhibitions, proactively managing meeting requests across multiple locations, internal and external collaborators, and Library leadership, with a high degree of confidentiality, efficiency, and discernment
- Manages and maintains a system for departmental files, including invoices for exhibition materials and services and contracts
- Maintains and updates working exhibition files as needed and oversees department and exhibition archives
- Maintains Exhibitions budget tracking in Airtable and other platforms, uses NYPL systems and tools such as Google Workspace, Workday, and ServiceNow
- Serves as a department liaison to Purchasing, Procurement and Risk Management, Accounts Payable, Facilities and ITG regarding various requisitions
- Submits and tracks documentation for vendors, payments, and contracts
- Maintains departmental site on LAIR and coordinates monthly newsletter
- Takes and distributes notes at departmental/interdepartmental meetings and follows up on action items as required
- Manages departmental supplies
- Performs other related duties as assigned