Executive Office & Library Projects Coordinator

This full-time position serves as a vital operational bridge between executive leadership, Board governance, and system-wide project execution. This professional position oversees and coordinates organizational efficiency in executive support, project coordination, and compliance operations. This position is expected to exercise a high degree of initiative, considerable judgement, and discretion in the performance of duties. Work is performed under supervision of the Library Executive Director and support from the Deputy Director, with significant independence over specified, standardized activity areas.

• Executive Calendar Management: Manages complex calendars, prioritizes competing commitments, and oversees scheduling for the Library Executive Director.
• Executive Meeting Administration: Directs agenda preparation, logistical coordination, briefing material distribution, note-taking, and action-item tracking for executive leadership and internal executive team meetings.
• Board Administration & Minutes: Coordinates public meeting logistics, prepares board packets, and records official minutes for Board of Library Commissioners meetings and committees; liaisons with departments to build progress reports for monthly board meetings.
• Grant Coordination: Tracks grant life cycles and Final date to receive applicationss, coordinates cross-departmental documentation, monitors compliance and reporting requirements, and maintains centralized grant records.
• Institutional Master Calendar: Establishes and maintains the central institutional calendar system to keep executive, Board, City, and institutional deadlines synchronized.

• Planning Team Project Coordination: Serves as the core project coordinator on the GRPL Planning Team, utilizing project planning tools to structure and track annual strategic plan implementation.
• Project Management Infrastructure & Maintenance: Implements, manages, and maintains project management software, central document repositories, and tracking systems across all executive and strategic operations.
• Staff Project Coordination Training &
  
  Coaching:
  
  Develops and delivers training, guidance, and standardized toolkits for GRPL's Major Project System, software tools, and best practices to build system-wide consistency.
• Project Lifecycle Oversight: Coordinates project schedules, monitors task completion, tracks dependencies, and maintains progress reports to ensure strategic key results are achieved on time.
• Risk Tracking: Track resource dependencies and proactively flag potential delays in projects for executive leadership.
• Process Design & Optimization: Maps task dependencies, documents workflow life cycles, and continuously refines systems to reduce operational bottlenecks.

• Policy Review Lifecycle: Manages policy updates as dedicated projects, utilizing a master review calendar to coordinate workflows across executive leadership and the City’s legal department.
• Records Retention: Plans and executes systematic administrative records management programs, ensuring strict organizational compliance with legal document retention and disposal schedules.
• Data Privacy & Confidentiality: Maintains secure file architecture and strict protocols when handling confidential personnel, legal, and board documentation.

• Bachelor’s degree in Public Administration, Public Affairs, Business Administration, Nonprofit Administration, Project Management, or any equivalent combination of training and experience.
• 2 years of progressive professional experience in at least one of the following areas: coordinating executive/board operations, building administrative systems, applying…