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Library - Administrative Assistant

Library - Administrative Assistant


Description


Position Summary

Provide administrative support for the Dean of Libraries, faculty librarians, and staff. Oversee the running of the library administrative office. 

Responsibilities

Provide administrative support for the Dean of Libraries, faculty librarians and staff. Oversee the running of the library administrative office.

  • Manages the Dean of Libraries schedule and shared library staff calendars
  • Answer main library phone and connect callers to proper person or department
  • Record and distribute minutes of staff meetings, team meetings, and Library Committee meetings and archive in appropriate locations
  • Monitor Library Budget Reports 
  • Assist with the management of library certify accounts
  • Assist with management of faculty annual reviews, 3rd year review and promotion processes (using Digital Measures software) and Faculty Activity Reporting (FAR)
  • Assist with librarian nominations for boards and committees
  • Assist with the preparation of the Library Annual Report
  • Assist with the gathering of data for national reporting
  • Chair the Library Student Employment Committee; liaison to the Student Employment Office; create, process, and maintain student payroll records for the library and archives.
  • Assist in gathering, editing and publishing library news and public relations/marketing materials in a variety of formats
  • Coordinate the development of library hours for the annual calendar
  • Type office correspondence and course related material as needed
  • Manage book donation records and correspondence
  • Manage requests to use library facilities and make room reservation requests using EMS
  • Oversee the assignment of faculty library carrels and keys
  • Maintain paper and electronic office files and work with college archives on preservation of files. Manage archiving and access to shared files
  • Receive, record, and deposit cash from circulation desks into several library accounts; maintain petty cash fund
  • Manage recognition, gifts, flowers etc. for staff life events
Qualifications


  • Bachelor’s degree with knowledge of administrative budgetary issues
  • Excellent communication skills including strong writing and editing skills
  • Proficient in Microsoft suite and Google Suite applications including file management and spreadsheets. 
  • Extremely detail oriented
  • Ability to handle a multi-line telephone
  • Customer service experience required
  • Ability to work effectively with people of diverse ages, ethnic, gender and sexual orientation, disabilities and socio-economic backgrounds. 
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