Administrative and Visitor Services Coordinator

The Library Company of Philadelphia is an independent research library concentrating on American society and culture from the 17th through the 19th centuries. Free and open to the public, the Library Company houses an extensive non-circulating collection of rare books, manuscripts, broadsides, ephemera, prints, photographs, and works of art. Our mission is to foster scholarship in and increase public understanding of American history before 1900 by preserving and interpreting the valuable materials in our care. The Library Company connects with thousands of visitors annually, ensuring that the lessons of the past will continue to amaze, instruct, and inspire future generations. We serve a diverse constituency throughout Philadelphia and the nation, offering comprehensive reader services, an internationally renowned fellowship program, online catalogs, and regular exhibitions and public programs.

JOB DESCRIPTION

The Library Company seeks an Administrative and Visitor Services Coordinator with strong organizational and communication skills. The Coordinator will staff the front desk and serve as the first point of contact for visitors, researchers, and fellows. They will be an important "front-line" member of the staff, interacting directly with various constituents, and will be expected to support various in-person and online events. This position will also be responsible for assigned day-to-day administrative tasks to support accounting operations, office management, and the Director.

Essential functions of this position include:

• Reception and Hospitality
  • Serve as the primary staff person at the front desk during public hours (Monday through Friday 9 am – 4:45 pm), including answering the phone and greeting visitors
  • Ensure the reception area, gift shop, and adjacent rooms are organized, welcoming, and appropriately stocked for visitors
  • Collaborate with reader services and facilities teams to maintain high standards for customer service and security
  • Promote the Library Company and its mission, including encouraging visitors to register for events, make an appointment for the reading room, make a donation, and/or become a member/shareholder
• Administrative Support
  • Manage the Director’s calendar and assist with scheduling appointments, tracking phone calls and voicemail, and preparing expense reports
  • Accounts Payable/Accounts Receivable: work with outside accountant to process invoices and prepare payments for vendors, including stipends for research fellows
  • Recordkeeping: Maintain digital and paper files relating to accounting and finance, including vendor tax forms, bank statements, and contracts
• Office Maintenance
  • Manage office supplies and ordering for staff, including machine maintenance (copiers, postage meter, water coolers, etc.) and institutional subscriptions for tools such as Zoom, Adobe, etc.
  • Assist with set-up and catering for meetings and events
  • Other duties as assigned

REQUIREMENTS

Bachelor’s degree and at least 1 year of experience in an administrative role, preferably in a non-profit or higher education institution.

Knowledge of and experience delivering good customer service.

Basic knowledge of nonprofit financial and/or business administration principles.

Experience with MS Office Suite and QuickBooks required. Experience with Salesforce or other CRM desired.

This position requires a high level of communication skills, organization, and attention to detail, as well as the ability to work independently and on multiple projects at once. Ongoing commitment to job-related learning.

Demonstrated commitment to inclusivity, diversity, equity, accessibility, and the desire to apply that commitment to their work at the Library Company.

JOB TYPE: Full-time, non-exempt

SCHEDULE: Monday to Friday, 8:45 am – 4:45 pm (35-hour work week); ability to work occasional evenings and weekends for programs, events, or as needed

ENVIRONMENTAL/PHYSICAL CAPABILITIES: This position operates in a professional office environment. The role frequently interacts with the public in-person and over the phone, requiring extended periods of sitting and/or standing. The role may also involve occasional walking, light lifting (up to 25 pounds), and repetitive motions such as typing or using office equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

SALARY and BENEFITS: Between $40,000-$50,000 annually, commensurate with experience. Generous benefits include medical, dental, and vision insurance; 403b contribution; and paid time off.