Administrative Manager

Job Title

Administrative, Operational, And Program Coordinator

Duties

Provides administrative, operational, and program coordination support for the Office of Communications, ensuring effective management of day-to-day office operations and coordination of program activities. Serves as the primary point of contact for administrative and operational matters, facilitating communication among OC staff, Library service units, and external stakeholders. Coordinates incoming communications, including telephone calls, email, correspondence, and visitors ensuring inquiries are appropriately screened, prioritized, and routed to the appropriate staff. Maintains communication logs and tracking systems to monitor inquiries and ensure timely follow-up and resolution.

Coordinates office operations including conference room scheduling, mail and shipping services, photocopying, supply procurement, and operational support functions. Serves as an administrative liaison for facilities, procurement, property management, and service requests, coordinating actions with relevant Library offices to resolve operational needs. Maintains office records and archival materials, including coding, cataloging, and archiving press releases and other communications materials in accordance with Library records management policies. Serves as the Office of Communications' Records Management liaison, coordinating file plans, records inventories, and compliance activities with Library records management officials.

Performs comprehensive budgetary and financial management functions in support of the Office of Communications' advertising, marketing, and operational programs. Facilitates, reconciles, and analyzes financial and budgetary data related to advertising obligations, marketing initiatives, and operational procurements using the Library's eManagement and Momentum financial systems, ensuring compliance with financial management policies, internal controls, and records management requirements. Analyzes financial trends, spending patterns, and program requirements to support budget planning and execution activities. Identifies discrepancies, irregularities, or potential funding shortfalls and recommends corrective actions in coordination with the Office of the Librarian's budget office and the LCA Finance Team. Provides analytical assessments and briefings to management on advertising expenditures, contract costs, and operational spending to support informed resource allocation decisions. Processes and reviews advertising and procurement-related payments, including invoices and Government Purchase Card transactions, ensuring expenditures are properly authorized, documented, reconciled, and recorded in accordance with Library policies. Serves as a Government Purchase Card holder responsible for purchasing authorized goods and services under the micro-purchase threshold and completing required monthly reconciliations. Serves as the Office of Communications' primary Contracting Officer's Representative (COR Level I) and principal liaison with the Library's Contracting Office, the Contracts and Grants Directorate, and other procurement support units. Applies working knowledge of the Federal Acquisition Regulation (FAR) and Library of Congress FAR (LC FAR) to support contract administration, procurement planning, and acquisition management activities. Monitors contractor performance and contract execution to ensure compliance with contract terms, deliverables, quality standards, and project schedules. Reviews and evaluates contractor deliverables, documents acceptance or rejection of work, and tracks contract milestones and performance metrics to identify risks or performance concerns requiring management attention. Advises program management on procurement requirements, contract administration procedures, and acquisition timelines to support effective planning of advertising and communications initiatives. Coordinates procurement actions by preparing purchase requisitions, gathering requirements documentation, and ensuring requests align with Procurement Action Lead Times. Reviews contractor invoices for accuracy and compliance with contract terms prior to payment approval and maintains contract administration files to ensure documentation is complete and available for review by the Contracting Officer or management officials. Supports contract modifications, follow-on acquisitions, and proposal evaluations in accordance with procurement regulations and Library procedures. Coordinates and maintains procurement and contract administration documentation, including SOPs, instructional guides, and standardized templates to ensure consistent procurement practices.