Job Description

Library Administrative Coordinator

Charlotte Mecklenburg Library

“Follow your calling, Find your career”

Please apply by 11/16/26

Salary Range $54,361.60 - $67,952.00

This is an exempt (salaried) position. Pay rates are based on education, skill, experience level and internal equity. Internal equity considerations include an assessment of the applicant’s salary history and qualifications in comparison to the market rate and requirements for the job.

Charlotte Mecklenburg Library is one of America’s leading urban public libraries, serving one of the country’s great emerging metropolitan areas in North Carolina. Our library system serves a community of approximately one million citizens in the city of Charlotte and the towns of Matthews, Pineville, Mint Hill, Davidson, Cornelius, and Huntersville – all located in Mecklenburg County. Accessible and welcoming to all, our library celebrates the joy of reading, fosters learning and growth, connects people to each other and the world, and inspires individuals with what they can achieve. Through our 20 locations, online, and through targeted outreach, we deliver exceptional library services and programs with a mission to create a community of readers and empower individuals with free access to information and the universe of ideas.

Location:

Main Library

310 N. Tryon St.

Charlotte NC 28202

Temporary work location:

Library Administration Center

510 Stitt Rd.

Charlotte NC 28213

Schedule:

Typical schedule: Monday – Friday 8am-5pm. Regular required evening and weekend shifts (approximately 2-3 times per month) to support special programs and events at Main Library.

Position Summary:

The Library Administrative Coordinator is responsible for supporting key service areas at Main Library, including meeting room bookings, private event rentals, volunteer engagement and customer service support. This position provides administrative support to the Main Library management team, as well as the CML Executive Team and the CML Board of Trustees as needed. The Library Administrative Coordinator acts as a liaison for Main Library vendors and partners, including the café operator, security and janitorial service providers, and the Library’s contracted events rental manager.

Essential Functions:

• Prepare correspondence (e.g. invoices, reports, memos, letters, agendas, financial statements and other documents) using word processing, spreadsheet, database, or presentation software.
• Perform general office administration duties, such as ordering supplies, maintaining records management database systems, and assisting with financial tasks.
• Respond to and/or route inquiries and citizen concerns to the proper authority for resolution.
• Answer phone calls and respond to inquiries in a professional and courteous manner.
• Record, compile, transcribe, and distribute minutes of meetings.
• Serve as an internal resource on administrative policies and procedures for divisions supported by this role and interpret these for employees throughout the organization.
• Conduct research, compile data, and prepare reports for consideration and presentation by organization leaders.
• Continuously review operating practices and procedures and contribute to process improvements when required.
• Manage and maintain leaders’ electronic calendars.
• Prepare agendas and make other planning arrangements; such as coordinating catering and space, for committee, board, and other business meetings.

Greet visitors and determine whether they should be given access to specific individuals.

• Open, read, sort, analyze, and distribute incoming correspondence, including faxes, email, memos, submissions, and reports.
• File and retrieve documents, records, and reports.
• Make travel arrangements and process and post travel paperwork following county policies and procedures.
• Provide back-up support to other divisions.
• May plan and participate in department functions as assigned.
• Analyze and review documentation and provide input and recommendations for updates and outcomes.
• Update online databases using Word/Excel or similar programs.
• Distribute, modify and upload information using cloud-based management software, Office 365, OneDrive, etc.

Minimum Qualifications:

Minimum of five years of experience providing executive, administrative, and/or project support to senior level management.

Education:

Bachelor’s degree in a related field

Combination of relevant education and relevant experience accepted? Yes

Preferred Qualifications:

Experience providing administrative support in civic/cultural, local government, non-profit or education sectors.

Prior experience in facility operations and/or event management.

Ability to work and communicate with people of diverse backgrounds and cultures.

Strong understanding of diversity, equity, and inclusion within service delivery.

Connection to and knowledge of Charlotte communities.

Bilingual: Spanish-language skills preferred.

Knowledge, Skills and Abilities:

Knowledge of

• Schedule Management
• Office Management
• Data Analysis
• Information Preparation

Skills

• Excellent organizational skills with attention to detail
• Excellent time management skills with proven ability to meet deadlines
• Excellent written and verbal communication skills
• Excellent research skills
• Excellent problem-solving skills
• Excellent interpersonal skills

Abilities:

• Building Partnerships: Identifying opportunities and taking action to build strategic relationships between one’s area and other areas, teams, departments, or organizations to help achieve business goals
• Communication: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the information provided
• Decision Making: Identifying and understanding issues, problems and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequence
• Information Monitoring: Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it
• Technical/professional Knowledge and Skills: Having achieved a satisfactory level of technical and professional skill or knowledge in position-related areas; keeping up with current developments and trends in areas of expertise
• Work Standards: Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence

Computer Skills:

• Advanced skills in various computer applications including Microsoft Office Suite

Work Environment:

Works in a public library setting with moderate noise

Selection:

This classification has been identified as having a role in the development of ADA compliant technologies and for which the incumbent agrees to follow County policies to the best of their abilities in order to meet these obligations.

Reasonable Accommodations Statement:

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Disclaimer Statement:

This is not intended to be an all-inclusive list of job-related responsibilities, duties, skills, requirements or working conditions. Other duties may be assigned based on business need and the supervisor’s request. Mecklenburg County reserves the right to revise the job description at any time. Designated positions may be required to assist in emergency and/or disaster situations.