Executive Office & Library Projects Coordinator

• 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 lifecycles and application deadlines 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 GRPLs 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 lifecycles 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 Citys 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.
  

Required:

• Bachelors 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 project management methodologies and/or coordinating cross-functional projects.
  
• Possession of a valid driver license and vehicle insurance.
  

• Ability to communicate effectively in Spanish.
  

Ability to:

• Administer executive leadership meetings executive calendars and public board governance processes with high attention to detail and confidentiality.
  
• Interpret and apply regulatory frameworks to job functions (Board of Library Commissioner Policy Manual City Policies Michigan Library Privacy Act Freedom of Information Act etc.).
  
• Systematically track policy lifecycles and legal document retention timelines.
  Apply structured project management methodologies to initiate plan execute monitor and close administrative and operational projects.
  
• Record accurate formal meeting minutes during public board and committee proceedings.
  
• Build collaborative working relationships with a wide-range of stakeholders including cross-functional project teams city officials board members and external partners.
  
• Exercise independent judgment project leadership and problem-solving skills without close supervision.
  
• Provide consistently friendly accurate and efficient service to GRPL patrons and staff; ability to make independent and reliable decisions related to patron experience.
  
• Communicate professionally with diverse groups both verbally and in writing.
  
• Set priorities and meet deadlines; adaptability and judgment to reprioritize as needed.
  
• Perform standardized processes; ability to follow procedures in processing forms and other communication.
  
• Understand systems and maintain an organized and effective work process; flexibility to review and improve upon processes as they become dated or new information becomes available.
  
• Manage emotions in the workplace and maintain professional composure and judgment.
  
• Work with a supervisor and process feedback regarding job performance.
  
• Work occasional evening and weekend hours for board meetings or key strategic milestones.
  
• Travel between GRPL locations.
  

• Project management frameworks scope/timeline tracking and PM software platforms.
  
• General office procedures processes and equipment; ability to operate a variety of office equipment including computer workstations typical electronic devices and software.
  
• Modern executive office operations executive meeting administration advanced scheduling protocols and Roberts Rules of Order/board minute procedures.
  
• Records management principles document archiving systems and legal retention compliance.
  

Please note the following:

• A cover letter is required
  • Please attach a cover letter in pdf format that describes your interest in the position your interest in working at GRPL and how these might tie in with personal or professional goals
• All communication regarding this position will be done via email; it is your responsibility to ensure that your email address is up-to-date on your account profile
• To be eligible for this position you must apply through the City of Grand Rapids Job Opportunities page