• Establishes and maintains professional relationships with outside vendors and presenters and maintains a database to manage all logistics. 
  • Selects and coordinates the scheduling of a broad variety of age appropriate enrichment programs/activities throughout the libraries contingent on funding, branch needs and capacity, and other operational concerns. 
  • Verifies that public service staff perform the following functions for all PSD scheduled programs/activities: monitors, evaluates, and takes attendance; enters all pertinent information into LAMPS as required.
  • Communicates with public service staff and presenters as needed to ensure the scheduling and delivery of programs/activities and troubleshooting of any concerns. 
  • Identifies and resolves any program issues including financial or scheduling issues, e.g. creates purchase orders, processes purchase orders which includes accurately entering multiple dates, times and locations in SAP, emailing all contracts to vendors, ensuring that all contracts are returned and submitted for processing, and authorizing the release of payments.
  • Tracks program progress, which includes multiple steps (requesting release of purchase orders from PSD director and monitoring the Agency Program Reports after program, etc.)
  • Communicates established fee structure with new and current presenters.
  • Maintains and enters data in various databases and spreadsheets, e.g. LAMPS and SAP. 
  • Responsible for administrative functions related to spending vendor budgets assigned annually in a planned and supervised manner according to established guidelines and other engagement terms. 
  • Liaises with Finance and other Queens Public Library departments as needed to ensure proper processing of vendors, program certification, and payment. 
  • After verifying (Goods Receipt) program delivery, communicates with PSD Administrator and the Finance Department to authorize payment. 
  • Follows up with the Marketing department to ensure programs are promoted as needed and timeline to promote events is followed. 
  • Produces electronic and/or hard copies of all paperwork and maintain in digital or hard files for accurate record keeping. 
  • Creates new vendor requests in LAMPS and with Purchasing Department.
  • Runs reports from LAMPS and SAP as requested by supervisor. 
  • Under the direction of the supervisor, develops and/or uses existing or new administrative systems to organize, maintain, manage, and update vendor/presenter and budget information and workload.
  • Coordinates and facilitates programs for the department.
  • Handles customer registration as needed.
  • Orders special equipment and supplies.
  • Creates links to virtual program platforms.
  • Ensures proper room arrangements.
  • Assists with entering schedules, and corrects and approves timecards for part-time employees.
  • Schedules meetings and trainings as requested.
  • Registers visitors.
  • Assists with mailings and grab and go distribution. 
  • Prepares buckslips for legal to review documentation for program contracts.
  • Assists with inventory and order of materials in PSD storage.
  • Performs other duties as assigned.

*This position requires local travel to community libraries and other locations. The schedule for this position may include occasional evenings and weekends.*


  • High School Diploma or General Equivalency Diploma required.
  • Must have a minimum of two years customer service experience with strong interpersonal communication skills.
  • Must have two years of administrative experience related to or including program and/or event coordination.
  • Must be proficient with Word, Excel and other office software as well as programming platforms such as Webex and/or Zoom. 
  • Must have the ability to work with a diverse population of customers and effectively provide customer service to a high volume of customers.
  • Must be friendly, courteous, and professional and have strong interpersonal skills to support customer service. 
  • Must be detail oriented, flexible and a self-starter.
  • Experience working on multiple projects simultaneously is required.


  • Associate’s Degree preferred.
  • Fluency with languages is a plus.


Queens Public Library is a national and international leader in the delivery of public library service.  Our mission is to transform lives by cultivating personal and intellectual growth and by building strong communities. Queens Public Library welcomes innovators and leaders to contribute to a long history and dynamic future of serving the most diverse county in the United States. Queens Public Library is a private, non-profit corporation with 1,700 employees serving 65 locations.

TO APPLY: Send your resume and cover letter to QLcareers@queenslibrary.org and reference “CYF Program Assistant - QLWEB” in the subject line. Resumes will only be accepted by email. 

Starting annual salary range is $35,000 – $41,982.

The Queens Public Library is an Equal Opportunity Employer.