Type of Appointment : Full-Time, Probationary
Job Classification : Administrative Analyst / Specialist – Non-Exempt
Anticipated Hiring Amount : $3,694 - $4,909 per month
THE DEPARTMENT
As an essential department within the Division of Academic Affairs, the University Library supports student learning and success and fosters faculty productivity by providing efficient access to resources, information, and data and offers a full suite of public services including research support, instructional services, and public programming for students, faculty, staff, and the general community in support of the University's instruction, research, and public service mission. The library serves as one of the key public spaces on campus for students to work, study, and collaborate. The library faculty and staff strive to create a welcoming, inclusive, and innovative learning environment that fosters exploration, discovery, research, and scholarship while offering students a variety of study spaces and technology to support their academic studies.
DUTIES AND RESPONSIBILITIES
Administrative Support for the University Library Dean
- Provide executive support to the Dean and Executive Team, including the Senior Director of Library Operations & Development and the Faculty Department Chair.
- Coordinate communication and documentation between the Library Dean's Office, the Provost's Office, and other university departments to meet deadlines.
- Develop and implement strategies for tracking progress on projects and assignments, ensuring timely updates and adherence to deadlines.
- Manage day-to-day administrative tasks, maintaining confidentiality in handling sensitive matters.
- Assist in resolving inquiries and complaints from university colleagues and library patrons, based on knowledge of library and university policies.
- Support the Dean in strategic planning and project management, including the preparation of reports and documents.
- Oversee the Dean's calendar, scheduling and prioritizing meetings, and managing conflicts.
- Organize Executive Team, Dean's Advisory Council, and Library Town Hall meetings, including agenda preparation and minute-taking.
- Coordinate logistics for large-scale events, seminars, and workshops, including room reservations, technology needs, and catering.
- Serve as the primary point of contact for library building tenants, maintaining up-to-date contact information, and sharing operational information.
Human Resources Support
Coordinate faculty and staff human resources activities, assisting in preparing and submitting accurate paperwork, and tracking submitted requests.Develop and maintain an understanding of university human resources policies and submit actions such as recruitments, reclassifications, and salary adjustments.Keep updated on library, university, system, and state policies related to human resources, and create internal procedures and guidelines documents.Assist the Dean and Executive Team in responding to human resources-related inquiries from library employees.Develop and maintain internal procedures for faculty and staff recruitment, including process overviews, guidelines, and interview templates.Coordinate interview processes, including scheduling, room booking, and communication with candidates and search committees.Assist with travel arrangements for candidates and guests, including hotel, transportation, and reimbursement requests.Develop and maintain onboarding policies and checklists for new employees, providing administrative support for their orientation.Coordinate ergonomic assessments and follow-up for employees as needed.Maintain written procedures for staff evaluations, ensure compliance with university policies, and manage the performance evaluation process.General Library Administration & Library Administrative Office Oversight
Collaborate with administrative support staff to ensure the efficient management of the Library Administrative Office (LAO), serving as the first point of contact and managing referrals.Supervise student employees in the LAO, coordinating their orientation, training, and staffing.Develop and document protocols for greeting visitors, handling communications, and train staff to ensure consistency.Approve 25Live requests for library meeting rooms and consult on special requests as needed.Oversee the delivery of internal mail within the Library Administrative suite and manage the general library email.Ensure the library website and SharePoint sites are updated with current administrative information.Maintain internal employee rosters with contact details and manage office supply requests for the LAO.Coordinate maintenance requests for the administrative suite and serve as the primary contact for parking arrangements for external visitors.Participate in library committees, task forces, and working groups, and provide backup support for other administrative roles.Provide administrative support to the Budget Analyst and perform other duties as needed.Using comprehensive knowledge of all aspects of lead work direction, assist in employee selection, train employees in new work procedures, assign work and schedules, organize workflow, and establish priorities, review work, provide input to performance evaluations and promote teamwork to optimize effectiveness.Work with campus departments such as EODA and Payroll to ensure proper practices and payroll procedures are followed.Post job openings when needed, schedule and participate in job interviews for new hires.Prepare necessary forms to complete the hire process with University Career Center and University Payroll.Collaborate with students and other department team members to create weekly student schedule, ensuring adequate coverage.Using working knowledge of library accounting and budget procedures and allocation processes and coordinating with the Budget Analyst, monitor allocated annual Admin Office student assistant budgets.Monitor, compile, and report department student assistant budget; analyze trends and assure department adheres to budget.Project and process monthly expenditures for all student assistants and approve all Admin Office student hours using university system (PeopleSoft).Administrative Support for the Faculty Department Chair
Provides general administrative support to the Faculty Department Chair (FDC) in areas related to faculty recruitment, appointments, and annual Reappointment, Promotion, & Tenure (RPT) and Temporary Faculty Evaluation processes.Develops and maintains an understanding of Faculty Affairs policies and procedures.Assists the FDC in initiating the annual process for development and submission of annual Statements of Responsibilities (SOR) for all library faculty. Communicates the calendar of due dates for development of Statements of Responsibilities to library faculty on behalf of the FDC and Dean. Facilitates the process for finalizing SORs, obtains signatures, and provides final copies to the library faculty member. Develops and maintains print and electronic files for SORs. Schedules SOR meetings for individual library faculty to meet with FDC and Dean.Works with the FDC to facilitate development and maintenance of the calendar of due dates for the annual Reappointment, Promotion & Tenure (RPT) and Temporary Faculty Annual Evaluation processes and facilitates communication of the overall calendar, deadlines, and due dates to library faculty and administrators. Sends alerts and reminders.Works with FDC to coordinate scheduling of regular and ad hoc in-person and virtual meetings with library faculty by making room reservations and room set up.May assist FDC in coordinating official faculty-related meetings and events.QUALIFICATIONS
Bachelor's degree AND / OR the equivalent training and administrative work experience involving study, analysis, and / or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.Working knowledge of general practices, program, and / or administrative specialty; basic knowledge of and ability to apply fundamental concepts; working knowledge of budget policies and procedures; ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and / or administrative specialty; knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them. Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques; ability to organize and plan work and projects including handling multiple priorities; ability to make independent decisions and exercise sound judgment; ability to compile, write, and present reports related to program or administrative specialty; demonstrated ability establish and maintain cooperative working relationships.
Preferred Qualifications
Two or more years of full-time OR four or more years of part-time experience working in an administrative support or general office clerical position, ideally for a manager or senior executive.Experience working in an academic or public library or higher education setting.Experience providing administrative support to a senior-level manager or executive.Experience in performing human resources activities supporting recruitment, payroll, performance evaluations, etc.Experience in writing policies and procedures, developing workflows and forms, and in providing instructions.Experience supervising the work of others. 6. Working knowledge of enterprise systems such as PeopleSoft or Workday.J-18808-Ljbffr
Salary : $3,694 - $4,909
