Special Projects Coordinator

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Position Summary

The University Libraries at Florida Atlantic University seeks applicants who are committed to supporting the learning needs of students from diverse backgrounds and to engaging communities underrepresented in higher education. Florida Atlantic University is committed to providing an inclusive and welcoming environment for all who interact in our community. In building this environment, we strive to attract students, faculty and staff from a variety of cultures, backgrounds and life experiences. Florida Atlantic University embodies a culture of strategic and collaborative community engagement that results in mutual benefit to the institution and the diverse internal and external communities that it serves.

The FAU Libraries have prioritized working collaboratively with the campus community on a Top 100/R1 research initiative that includes a highly library engaged campus and community environment. FAU Libraries house approximately 3.7 million items and provide access to over 80,000 electronic journals, nearly 500 databases, and a growing collection of e-books and streaming videos.

The Libraries house many distinctive collections, including artist's books, sound recordings, print music, rare books and manuscripts, and University Archives. The Digital Library creates online collections from unique materials housed in Special Collections and University Archives and serves as the University's repository for the intellectual output produced on campus. 

The FAU Libraries seek a high-energy, collaborative, organized, engaged, positive, innovative, strong written and verbal communicator, and self-starter, who adapts well to change and can manage multiple projects. We endeavor to be a highly engaged organization that believes in striving for excellence, utilizing assessment and data for decision-making, and maintaining a culture of appreciation/gratitude, as we pursue a national ranking of Top 100/R1 academic university.

As a member of the FAU Libraries’ Administration Department and reporting directly to the Associate Dean of University Libraries, the Special Projects Coordinator provides administrative and project management support regarding a wide variety of high-level administrative projects and initiatives. This position’s responsibilities include:

Summary of Responsibilities

• Provide administrative and project management support to the Libraries’ Associate Dean.
• Provide backup support to the Libraries’ Dean and Associate Dean.
• Provide backup support to the Libraries’ Coordinator and Executive Assistant and HR Administrator.
• Assist the Libraries’ Dean and Associate Dean with a wide variety of projects and initiatives including but not limited to state and University level meeting and presentation planning and preparation.
• Manage workflows of assigned business processes.
• Manage and facilitate Academic Affairs special requests.
• Provide prompt and courteous responses to requests for information from University leaders.
• Provide administrative assistance in the library faculty promotion process, collaborating with the Libraries’ Promotion Committee and the Office of the Provost.
• Provide accreditation process support including preparing accreditation statistics and documents.
• Provide administrative and project support regarding assessment.
• Provide support in the implementation of system-wide improvements and initiatives.
• Provide support with planning and coordinating complex projects including multiple areas of library operations and services and cross-functional teams.
• Complete projects within established timelines including setting and tracking deadlines and performance, problem solving, writing documentation, and providing comprehensive and timely project communications to various stakeholders.
• Collect and analyze data for the Libraries’ and University documents and reports.
• Create and manage templates for a variety of reports including annual reports, review reports, and write reports.
• Maintain close communication with various members of the Libraries’ Senior Leadership Team regarding the status of new and ongoing projects as part of project management.
• Coordinate professional development activities for library faculty and staff that require group registration.
• Work closely with other members of the Libraries’ Administration Department in day-to-day office operations including assisting with inquiries, resoling problems, and coordinating events.
• Assist with providing necessary coverage for the Libraries’ Administration Office.
• Work collaboratively within the Libraries’ Administration Department on departmental group projects and tasks.
• Work collaboratively to further the Libraries’ Top 100/R1 initiatives.
• Participate in Library and University Committees.
• Participate in Library Engagement Activities.
• Actively pursue professional development opportunities.
• Other job-related duties as assigned.

Minimum Qualifications

• Master’s degree from an accredited institution in an appropriate area of specialization, or a bachelor’s degree from an accredited institution in an appropriate area of specialization and two years of appropriate experience required.

Preferred Qualifications/Skills

• Demonstrated prior project management experience
• Experience with Microsoft products such as Word, Excel, Teams.
• Ability to pay attention to details and meet deadlines.
• Demonstrated effective time management and organizational skills.
• Demonstrated effective communication and collaboration skills.
• Demonstrated ability to be flexible with work schedule.
• Experience working in libraries or in an academic organization.
• Knowledge of technology used to support project management.
• Experience with Google products.

Knowledge, Skills, and Abilities

• Demonstrated strong attention to detail and follow-up skills.
• Demonstrated experienced problem solver, consensus builder, and positive influence on team culture.
• Demonstrated commitment to maintaining confidentiality.
• Demonstrated strong commitment to service excellence.
• Ability to translate conceptual goals into realistic and actionable tasks and timelines.
• Ability to lead, coordinate, and contribute to multiple projects from conception through implementation.
• Ability to be flexible and nimble and cope with change.
• Ability to prioritize duties with the ability to reprioritize as necessary and meet deadlines.
• Ability to work effectively under pressure.
• Ability to respond effectively to questions from individuals both external and internal to the University.
• Demonstrated strong customer service orientation.
• Demonstrated student focus.
• Demonstrated strong interpersonal skills.
• Demonstrated problem-solving and communication skills.

Work Days and Hours

Monday - Friday, 8am – 5pm. Some weekends and nights as needed to meet academic deadline.