Administrative Associate
Cornerstones of Science (COS) at Curtis Memorial Library is seeking an Administrative Associate to provide administrative support, to the COS director, with particular emphasis on database and website management. This is a part-time, non-benefited, grant funded position: 15 hours per week for two years; salary range of $12.16 to $13.32 per hour depending on experience. Extension based on grant availability. The job will be open until filled. Curtis Memorial Library is an equal opportunity employer.

Please respond by sending a cover letter and resume to:
Jocelyn Hubbell
Executive Director, Cornerstones of Science
Curtis Memorial Library
23 Pleasant Street
Brunswick, ME 04011

Or
Email: jhubbell@curtislibrary.com
Please reference job title (Administrative Associate) in subject line.

Administrative Associate Job Description

Administrative Associate for Cornerstones of Science

Position: Administrative Associate
Department: Administration / Cornerstones of Science
Level: LA7
Status: Part-time (15 hours/wk.), grant funded for two years;
extension based on grant availability
Supervised by: Executive Director, Cornerstones of Science

Nature of Work
Provides administrative support to the Cornerstones of Science director, with particular emphasis on database and website management. Other responsibilities as assigned.

Primary Responsibilities

LEADERSHIP
Demonstrates common standards of performance:
Maintains a positive attitude towards work
Interacts courteously and diplomatically with the public and with co-workers
Attends work regularly when scheduled and is punctual
Applies library policies and procedures; regularly checks for updates
Communicates regularly with other staff to facilitate efficient work and provide pertinent updates
Protects library users’ and donors’ right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired, or transmitted.
Attends and takes minutes of Cornerstones of Science (COS) meetings, attends library all-staff meetings,
Utilizes staff development opportunities for professional growth

ADMINISTRATION
Development:
Maintains COS donor database and communicates with donors as requested
Creates COS donor acknowledgements, reports, and other materials as requested
Maintains COS donor-related spreadsheets and provides director with regular updates:
COS Endowment fund donors
COS Operations fund donor
Prepares materials for COS meetings
Serves as liaison to COS committee members - sends meeting reminders and agenda
Assists with preparation of COS newsletters and bulk mailing
Assists with the development of grants and funding for COS
Maintains COS administrative files including correspondence, financial, and program records
Maintains and updates COS calendar and schedules COS use of library space
Procures supplies necessary for COS usage

PROMOTION OF COS MATERIALS AND SERVICES
Coordinates COS-written press releases and submits to local media
Updates the COS website: book lists, program and calendar descriptions
Produces flyers, bookmarks and other promotional materials as requested
Coordinates monthly patron e-alerts about COS programming and science news

COLLECTIONS
Assists with the coordination of the COS book selection process: solicits nominations from the public and helps review book awards and notable book lists for candidate books.

PROGRAMMING AND COMMUNITY OUTREACH
Coordinates the annual Read, Write & Win contest for youth in grades 3-12
Creates educational web-games for use on the COS website
Assists with the development of programs and educational support materials as needed

INFORMATION SERVICES
Answers the COS office telephone and transfers calls to appropriate staff
May provide COS readers’ advisory

Qualifications and Requirements of Work

• Working knowledge of basic office and clerical procedures
• Excellent customer service and communication skills
• Excellent writing skills
• Ability to initiate and prioritize projects
• Ability to work independently and as part of a team
• Ability to work in a busy environment
• Ability to take initiative
• Adaptability
• Strong organizational and planning skills
• Careful attention to detail
• Proficiency with computer applications including Microsoft Office
• Flexibility to adjust schedule for peak activity periods or staff absences
• Bachelor’s degree or other appropriate work experience
• Physical:
  Ability to perform tasks requiring some bending, lifting, pushing, and walking
  Sufficient manual dexterity to use computers and perform other job-specific tasks
  Ability to speak with clarity and to listen
  Sufficient vision to perform job-specific tasks