Overview

The Library Secretary Specialist is responsible for supporting the administrative needs of the Friends of Princeton University Library (Friends).

The Friends of the Princeton University Library is a dedicated community of volunteer supporters. The Friends support acquisitions, research grants and fellowships for scholars from around the world, and sponsor and host a variety of programs such as talks and lectures, exhibition events, Library-related trips and tours.

As a staff member of Princeton University Library (PUL), the Library Secretary Specialist reports to the Communications Coordinator, Office of Library Communications (OLC) and is responsible for: membership, website maintenance, communications support, liaison work, event planning (including Zoom webinar facilitation), grant program coordination, publishing support, and other duties as assigned.

Attendance at events is expected and will require some evening and weekend work. Candidate must be available to facilitate Sunday afternoon webinars.

Responsibilities

The Library Secretary Specialist will be responsible for:

• Tracking the status of Friends-sponsored projects and providing regular updates/reports to the Friends and OLC
• Coordinating and organizing events, including spring and fall council meetings and the Friends annual dinner, Friends
• Program Committee events, and other Friends activities; coordinating vendor relations as required
• Facilitating Zoom webinar events; including events held on weekends and evenings
• In collaboration with OLC team, coordinating joint PUL and Friends events 
• Supporting event publicity planning, as needed, with OLC team in alignment with communications strategies
• Supporting operational aspects of publishing projects, including scheduling, monitoring publication inventory, tracking ISBN use, coordinating institutional subscribers/distributor relations, distribution/fulfillment, and other aspects of the publishing process as needed
• Maintaining membership databases (both through University database system and through MailChimp)
• Coordinating Friends memberships (initial registrations and renewals); preparing membership reports; coordinating mass mailings for membership drives 
• Providing statistical information as requested (number of event attendees, web traffic, analytics, etc.)
• Providing administrative support, including onboarding, for the Friends Research Grant program and other grant programs as requested
• Working with the Assistant to the AUL-SC to coordinate/process vendor and grant payments as required
• Supporting liaison relationships between PUL, Friends, and Student Friends of Princeton University Library, as needed
• Maintaining the Friends website and photo library and helping the Student Friends with their website 
• Attending meetings and recording minutes and notes as requested 
• Fielding inquiries from Friends members
• Maintaining Friends-related records (such as By Laws and minutes) as required
• Coordinating and supervising student workers when needed
• Other duties and projects as assigned

Qualifications

• Minimum 3 years of relevant experience, academic library experience a plus
• Strong interpersonal and diplomacy skills
• Excellent written and verbal skills
• Demonstrated event planning experience
• Ability to stay organized and ensure attention to detail
• Experience with web content management systems, database systems, and MailChimp
• Experience with Google programs, Outlook, Zoom, MS Office Suite, Sharepoint, and Access
• Ability to maintain confidentiality
• Knowledge of social media a plus
• Demonstrated commitment to diversity and inclusion

Preferred qualifications: 

• A bachelor’s degree or equivalent work experience and experience with volunteer groups in a higher ed or non-profit environment, and publishing/print management experience

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW