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Senior Project Manager, Schomburg Center Centennial

4 months ago

Manhattan, United States The New York Public Library Full time

OverviewFounded in 1925 and named a National Historic Landmark in 2017, the Schomburg Center for Research in Black Culture is one of the world's leading cultural institutions devoted to the collection, preservation, and study of materials focused on African American, African Diaspora, and African experiences. The Schomburg Center, featuring diverse programming and collections spanning over 11 million items, has illuminated the richness of black history, arts, and experience worldwide for over nine decades. As a key part of one of the largest public library systems in the world, the Schomburg Center is committed to maximizing free and public access to its collections, exhibitions, educational activities, and much of its programming. Beginning in Spring 2025, Schomburg will celebrate its Centennial. The Project Manager for the 100th Anniversary is a newly created 2 year temporary position at the Schomburg Center, established to manage several events, including exhibitions and public programs, which will occur in 2025 and 2026 in connection with Schomburg's Centennial Anniversary. In partnership with the Director of the Schomburg Center, the Project Manager will drive the planning of initiatives and projects celebrating the Centennial and coordinate with individual units to ensure alignment with the overall vision. This person will engage teams across the Library, including Development, Special Events, Communications, and other internal and external stakeholders, to coordinate the logistical aspects of the Centennial celebration. These include but are not limited to: developing and overseeing project schedules, vendor relations, budget management, meeting management, and the administrative oversight of various projects in process, already planned, and those that surface throughout the year. This is a 2 year temporary position.We are looking for someone we can count on to:Own:Centennial project master schedule, project timelines, and budgetsMeeting planning, agenda, and coordinationCommunication between internal and external stakeholdersLearn:NYPL structure and hierarchySchomburg team and internal and external stakeholdersNYPL processes, procedures, and platforms relevant to the Centennial projectSome expectations for this role are that within:1 month, this person will:Know the Schomburg storyUnderstand the components of the Centennial celebrationBegin to interface with Schomburg staff and other internal stakeholders3 months, this person will:Have completed a master schedule for the project Drive all Centennial meetings and manage next steps and action items6 months and beyond, this person will:Regularly assess progress toward major planning milestonesHave learned key staff (Schomburg and NYPL) responsible for executing planningCreated a manageable rhythm for all meetings and events associated with centennial planningResponsibilitiesOversees all stages of short and long-term planning for and execution of the Centennial projectsOrganizes and leads various planning and implementation meetings with appropriate staff; facilitates communication between all parties involved in planning and implementation and acts as a liaison to facilitate smooth and clear work practicesConducts regular check-ins with the principals of each Schomburg Centennial project to ensure that targets are being met, that direction is clear, and that information channels remain open and accurateDevelops project-specific timelines and tracks progress, ensuring adherence to established goals and best practices.Works closely with the Director of the Schomburg to keep budgets on track and has regular check-ins with the Finance Office to track expenses, highlight revenue, and re-forecast projections if neededWorks to proactively identify challenges within project execution and provides creative options to reach agreed-upon solutionsCoordinates with all NYPL departments as needed to make sure any project-related planning and implementation issues are addressed in a timely mannerIn partnership with the Director of the Schomburg Center and the Communications team, coordinates the production and distribution for various communications, channels, and platforms, including but not limited to, emails, invitations, webpages and Centennial-related collateral materials.Responsible for all aspects of post-event activities, including coordinating and leading post-event / wrap-up meetings with stakeholders; analyzing and reporting attendance and financial goals; verifying and processing invoices timely payment; and collaborating with Communications & Marketing on post-event publicityPerforms other project-related duties as required Overview

Founded in 1925 and named a National Historic Landmark in 2017, the Schomburg Center for Research in Black Culture is one of the world's leading cultural institutions devoted to the collection, preservation, and study of materials focused on African American, African Diaspora, and African experiences. The Schomburg Center, featuring diverse programming and collections spanning over 11 million items, has illuminated the richness of black history, arts, and experience worldwide for over nine decades. As a key part of one of the largest public library systems in the world, the Schomburg Center is committed to maximizing free and public access to its collections, exhibitions, educational activities, and much of its programming.

Beginning in Spring 2025, Schomburg will celebrate its Centennial. The Project Manager for the 100th Anniversary is a newly created 2 year temporary position at the Schomburg Center, established to manage several events, including exhibitions and public programs, which will occur in 2025 and 2026 in connection with Schomburg's Centennial Anniversary.

In partnership with the Director of the Schomburg Center, the Project Manager will drive the planning of initiatives and projects celebrating the Centennial and coordinate with individual units to ensure alignment with the overall vision. This person will engage teams across the Library, including Development, Special Events, Communications, and other internal and external stakeholders, to coordinate the logistical aspects of the Centennial celebration. These include but are not limited to: developing and overseeing project schedules, vendor relations, budget management, meeting management, and the administrative oversight of various projects in process, already planned, and those that surface throughout the year. This is a 2 year temporary position.

We are looking for someone we can count on to:

Own:

* Centennial project master schedule, project timelines, and budgets
* Meeting planning, agenda, and coordination
* Communication between internal and external stakeholders

Learn:

* NYPL structure and hierarchy
* Schomburg team and internal and external stakeholders
* NYPL processes, procedures, and platforms relevant to the Centennial project

Some expectations for this role are that within:

1 month, this person will:

* Know the Schomburg story
* Understand the components of the Centennial celebration
* Begin to interface with Schomburg staff and other internal stakeholders

3 months, this person will:

* Have completed a master schedule for the project
* Drive all Centennial meetings and manage next steps and action items

6 months and beyond, this person will:

* Regularly assess progress toward major planning milestones
* Have learned key staff (Schomburg and NYPL) responsible for executing planning
* Created a manageable rhythm for all meetings and events associated with centennial planning

Responsibilities

* Oversees all stages of short and long-term planning for and execution of the Centennial projects
* Organizes and leads various planning and implementation meetings with appropriate staff; facilitates communication between all parties involved in planning and implementation and acts as a liaison to facilitate smooth and clear work practices
* Conducts regular check-ins with the principals of each Schomburg Centennial project to ensure that targets are being met, that direction is clear, and that information channels remain open and accurate
* Develops project-specific timelines and tracks progress, ensuring adherence to established goals and best practices.
* Works closely with the Director of the Schomburg to keep budgets on track and has regular check-ins with the Finance Office to track expenses, highlight revenue, and re-forecast projections if needed
* Works to proactively identify challenges within project execution and provides creative options to reach agreed-upon solutions
* Coordinates with all NYPL departments as needed to make sure any project-related planning and implementation issues are addressed in a timely manner
* In partnership with the Director of the Schomburg Center and the Communications team, coordinates the production and distribution for various communications, channels, and platforms, including but not limited to, emails, invitations, webpages and Centennial-related collateral materials.
* Responsible for all aspects of post-event activities, including coordinating and leading post-event / wrap-up meetings with stakeholders; analyzing and reporting attendance and financial goals; verifying and processing invoices timely payment; and collaborating with Communications & Marketing on post-event publicity
* Performs other project-related duties as required

Required Education, Experience & Skills

Required Education & Certifications

* Bachelor's degree
* Certified Professional Project Manager, preferred

Required Experience

* 5-10 years of relevant experience managing large-scale, significant events, celebrations and/or projects
* Deep interest in the work of cultural institutions

Required Skills

* Exceptional organizational skills and ability to handle multiple competing projects simultaneously and meet deadlines, while maintaining a positive attitude
* Ability to analyze production and administrative problems, evaluate alternative solutions, and recommend effective courses of action
* Demonstrated knowledge of standard project management processes and software, and of managing complex budgets and schedules
* Ability to earn the confidence of a wide range of internal and external stakeholders, exercising tact and diplomacy at all times;
* Ability to communicate effectively orally and in writing and prepare and deliver presentations and written materials appropriate for diverse platforms
* Working knowledge of financial record-keeping practices and procedures as well as the principles and practices of budgeting and accounting
* Ability to manage stressful situations and conversations with tact and professionalism
* Excellent attention to detail and exceedingly well-organized
* Commitment to the mission of the Schomburg Center

Managerial/Supervisory Responsibilities

N/A

More...

Core Values

All team members are expected and encouraged to embody the NYPL Core Values:

* Be Helpful to patrons and colleagues
* Be Resourceful in solving problems
* Be Curious in all aspects of your work
* Be Welcoming and Inclusive

Work Environment

* Office setting

Physical Duties

* Limited physical effort is required
* May require travel within NYC

Pre-Placement Physical Required?

No

Union/Non Union

Non-Union

FLSA Status

Exempt

Schedule

* 35 hours per week
* This is an on-site position with some flexibility for remote work.
* Able to work outside of standard business hours, including weekends and evenings, as needed

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).