Administrative Coordinator

The Illinois Library Association (ILA) is a professional association for librarians, library staff, and library supporters with approximately 2,500 members. Based in Chicago, ILA’s mission is “Leadership, advocacy, partnership, and learning for the benefit of Illinois libraries.” We achieve that mission through legislative and community advocacy; advancing a culture of diversity and inclusion in the profession and in the association; delivering relevant programming, continuing education, and networking opportunities; electronic and print publications; the iREAD Summer Reading Program; and working collaboratively with other library organizations in the state. Supported by a combination of membership dues, conference and event revenue, earned income, and contributions, the association has an annual budget of approximately $3.5 million. For additional information, see www.ila.org.

ILA staff members are currently working remotely, with occasional solo trips into the office. When the time comes to return to work in the office, every office is individual with a door that closes and we have more than sufficient space for social distancing, and sufficient cleaning materials for shared surfaces such as the copy machine, etc. New hires should expect a short, in-person orientation with limited staff and face coverings and social distancing implemented; with much more substantive training offered virtually. We are committed to a safe and supportive work environment.

ILA is an equal opportunity employer with a commitment to fostering an inclusive environment in Illinois librarianship. Individuals of all genders, individuals from traditionally underrepresented populations, individuals with disabilities, and veterans are encouraged to apply.

The organization has a small, cohesive staff and is looking for a team player. This position includes a number of detail-oriented tasks, with opportunities for learning and growth. Supports and reports to the Manager of Member Services. Areas of responsibility include:

 Membership (25%)

• Administrative support for member customer service (passwords, membership status queries)

• Assist Manager of Member Services with membership renewals and invoices

• Utilize the membership database and financial software to look up information and retrieve data and reports

• Operate the administrative side of Extranet, the member database

• Generate donor reports and thank-you letters

 Events (25%)

• Assist Manager of Member Services with registration for conferences, workshops, and events; including group registrations and exhibitor registrations

• Prepare name badges and collate event materials (most events are currently virtual)

• Onsite registration and customer/member support for ILA conferences, workshops, and events (most events are currently virtual)

• Some in-state travel to events, and occasional weekend events with commensurate time off (most events are currently virtual)

• Assist Executive Director with governance support including organizing and producing board documents, meeting and remote conferencing arrangements, and arranging catering (most events are currently virtual)

iREAD Summer Reading Program; Other Products and Publications (20%)

• Order processing and customer service for ILA’s iREAD summer reading program

• Ship publications and other products as needed

• Communication with the warehouse regarding inventory status 

• Assist with compiling content and producing biweekly electronic iREAD newsletter

• Support for ILA Reporter (quarterly journal) including advertising trafficking and maintenance of ILA Reporter web page

General Administration (30%)

• Maintain office systems and supplies, including postage meter, photocopier/scanner

• Answer phone and email queries and route them to appropriate staff as necessary

• Support Manager of Member Services with check processing

• Open, sort, and route mail

• Manages the posting of jobs on ILA website - JobLine Program

 Requirements

• Strong verbal and written communication skills 
• Excellent time management and customer service skills
• Ability to work well under pressure and meet deadlines
• Ability to work well in a team as well as independently 
• Ability to problem solve and analyze while gathering data from multiple databases
• Intermediate knowledge and use of Microsoft Office Suite
• Basic understanding of accounts receivables and payment processing
• Understanding of and commitment to the mission of ILA