Jobs at the Library

Library Administrative Assistant

JOB DESCRIPTION

Job Title: Administrative Assistant to Library Director

Reports To: Library Director

Work Schedule: 8:30 a.m. – 4:30 p.m., 35 hrs/wk.

Primary Responsibilities

  • Provides administrative support to the library director in three main areas:
  • Initiatives of the director (programs, projects, professional activities, etc.)
  • Creation and maintenance of a healthy and productive workplace for library staff
  • General operational matters (finance, events, human resources, security, etc.)
  1. Uses sound organizational skills to complete tasks with a high degree of accuracy and attention to detail. Exercises sound judgment, maintains confidentiality, and shows discretion in sensitive matters. Understands what needs to be done and takes initiative.
  2. Serves as primary administrative contact between library and other campus departments. Establishes and maintains positive and productive relationships with departments and employees across campus in order to accomplish the work of the library.
  3. Manages library-wide physical functions of a 27,000 s.f. facility, including maintenance, cleaning, painting, etc. Submits and follows up on work orders. Assists library faculty and staff with furniture and office arrangement.
  4. Primary library liaison to finance office for financial matters (other than those involving materials for the library collection). Orders supplies and equipment, researches products for purchase. Processes invoices and other finance forms (purchase reqs, expense vouchers, requests for payment, etc.). Monitors budget and expenditure information in Jenzabar and Excel, tracks expenditures, and produces financial reports as requested. Maintains and monitors petty cash.
  5. Assists with planning and carrying out library events – reserving event spaces and placing work orders for facilities, technology, and catering needs. Develops expertise on how on-going library events are handled. Produces library signage as requested.
  6. Administers online time recording system for all library staff. Serves as back-up for work-study payroll processing.
  7. Maintains library calendars, issues daily attendance and activity reports. Handles delivery of all library mail. Coordinates departmental social events, gift-giving, etc.
  8. Coordinates the use of library study rooms by faculty and staff outside the library. Works with Campus Events Coordinator to maintain awareness of non-library events held in the building.
  9. Prepares annual statistics report as directed.
  10. Administers online time recording system for all library staff. Serves as back-up for work-study payroll processing.
  11. Serves as liaison to Campus Security for the library, staying current with campus emergency procedures, addressing safety concerns, and communicating relevant information to library staff. Coordinates safety and security training for library staff and work-study students.
  12. Coordinates library phone needs, including new equipment and repairs.
  13. Helps maintain areas of the library website that fall within the purview of the director’s office.
  14. Assists library employees with travel arrangements and procedures.
  15. Handles interview arrangements for library applicants. Assists in orienting newly hired staff members and in processing staff departures. Oversees distribution and retrieval of building keys.
  16. Special projects and assignments as assigned.

Secondary Responsibilities

  1. Supports and assists library faculty and staff with events, travel, equipment and supplies, and other tasks as needed.
  2. Serves as back-up for library materials processing, as requested.

Qualifications

  • Some college preferred.
  • Superior communication and interpersonal skills.
  • High degree of organizational ability, attention to detail and accuracy.
  • Problem-solving ability and aptitude for working with quantitative information.
  • Demonstrated proficiency in MS Office applications, particularly Word and Excel. Able to learn new technology.
  • Exhibits initiative and flexibility. Able to work independently and as a team member.
  • Ability to meet deadlines, set priorities, and manage multiple projects simultaneously.
  • Dependable, punctual, and energetic.
  • Congenial and courteous demeanor, professional appearance.
  • Ability to deal with difficult situations and resolve problems in an empathetic manner.
  • Ability to work with a culturally diverse population.
  • Familiarity with library systems and operations preferred.
  • Preferred qualifications:
    Familiarity with library systems and operations.
    Customer service experience, particularly in an academic environment.
    Experience using MS Publisher.