Overview

Overview

Reporting to the Director of the Center for Brooklyn History (CBH), the Manager of Operations and Administration will be responsible for all operational and administrative aspects of CBH and be as the primary liaison with BPL departments including space rentals, IT, CPFM and Finance. Additionally, the Manager of Operations and Administration will serve as project manager on special projects as needed, including curatorial and collections exhibitions as well as partnerships with external partners. This position will also work in close collaboration with the Welcome Services Coordinator, the Assistant Director of Public Service and Special Collections and part-time staff to ensure smooth operations of 128 Pierrepoint, including day-to-day management of public-facing and internal use of the facility for programming, space rentals, and other events.  

Responsibilities

Working closely with the CBH Director, and as a member of the CBH Senior Team, overseeing all operational and administrative aspects of CBH. 

 Operationally, the Manager will:  

  • Act as project manager and liaison across departments at BPL, including: 
  • Serve as primary contact with IT to address ongoing technology needs for the staff and building, including special collections systems and software, overall internet connectivity, and ongoing maintenance of systems on site
  • Oversee and carry out all aspects of financial operations for the Center, including work directly with the Director of the Finance department to create purchase orders, manage vendors, submit and process invoices
  • Be main point of contact for BookOps, Department of Public Safety, facilities, and custodial teams
  • Coordinate with BPL Presents, development/space rentals and internal teams on planning for and physical coordination of internal and external events and projects at CBH
  • In collaboration with the Welcome Services Coordinator, work with the Office of Volunteer Services and the Assistant Director of Collections and Public Services to ensure smooth day-to-day management of welcome ambassadors and public spaces throughout the building
  • Manage 4th floor office spaces: supply and mail room, staff kitchen, conference room
  • Responsible for all additional tasks and projects as assigned

Administrative duties include: 

  • Schedule and track meetings and committees for the Center, working across departments internally: collections, curatorial, education, public programs and others. Serve as representative for the director and other members of the senior team as needed
  • Serve as project manager for inter-departmental projects and initiatives such as public history projects, collections and public service programs, and exhibitions
  • Act as liaison between the Center for Brooklyn History Committee of the BPL Board, including its Collections sub-committee to manage meetings, agendas, and confidential communications
  • Manage physical mail, institutional calendars, physical and digital files
  • Field all incoming inquiries by phone and mail, responding when appropriate

Qualifications

  • B.A. required 
  • 3+ years of administrative experience required, including staff management 
  • Must be a self-starter, take initiative, and be assertive in anticipating the needs of the Director and other members of the senior team  
  • Mastery of MS Outlook, Word, Excel, Raiser’s Edge and other widely used productivity software required, including AV and teleconferencing set-up and management 
  • Experience managing budgets, invoices, purchase orders and other finance tasks 
  • Ability to maintain confidentiality and discretion about the institution, its donors, and its staff 
  • Detail oriented and ability to manage multiple priorities simultaneously 
  • Exceptional verbal and written communications skills  
  • Professional phone manner with impeccable interpersonal skills 
  • Enthusiastic and positive demeanor 
  • Excellent organizational capabilities 
  • Ability to work collaboratively with staff throughout BPL and Center for Brooklyn History 
  • Willingness to work occasional nights and weekends for meetings or special events 
  • Ability to lift 20 lbs 
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