Assistant to the Dean, University Library

The Assistant to the Dean of Libraries ensures that all functions of the Dean’s Office are performed efficiently and effectively. The Assistant to the Dean functions as office manager and assists the Dean in all administrative functions of the library, including   personnel, budgeting, planning, assessment, and facilities management.  Serves as administrative support to library faculty and staff. This is a 10-month position working during the academic year.Manages, organizes and prioritizes the administrative functions of the office of the Dean  including administrative support for library faculty and staff and library operations.

Budget 

• Assists Dean in managing operating budgets, endowments, and restricted accounts, providing analysis to advise the Dean on meeting the needs of the library and maintaining expenditures within budgetary guidelines.
• Monitors library budgets and reconciles transactions with the University’s FRS (Financial Records System) using Google Sheets as a ledger and to generate reports. Analyzes monthly, annual and multi-year expenditures to monitor and project future needs.  
• Prepares check requests, purchase orders, credit card reports, travel expenditure reports, transfer of funds, and other transactions; monitors purchases and payments to vendors in accordance with library and University’s Financial and Purchasing Policies and Procedures.
• Follows up on purchases, payments to vendors, etc.
• Monitors usage and ordering of office supplies; monitors library printing and copying expenditures.
• Maintains contracts on equipment and other service agreements.
• Maintains purchasing and vendor records in accordance with library record retention policies.
• Recommends new vendors, products, and procedures that improve workflow and reduce costs. Maintains excellent relationship with library vendors.

 
Personnel  

• Maintains library personnel files.
• Assists the dean in preparing personnel notifications, requisitions, and other transactions as needed in accordance with University policies and procedures.
• Maintain records pertaining to faculty and staff salaries, process faculty contracts and other personnel actions. 
• Manages the library’s student employee program; trains and supervises students assigned to administrative office. Participates in the assessment and promotion of the program. Work closely with student supervisors in the hiring of College Work Study and Student Assistants.
• Manages College Work Study timesheets and tracks expenditures for student assistants and part-time employees.  
• Assists supervisors with the on-boarding of new employees.
• Maintains current knowledge of Human Resources dates, policies and procedures. Communicate relevant HR dates to faculty and staff and post to the library calendar.
• Maintains current knowledge of Academic Affairs dates, policies and procedures to ensure compliance. Communicate relevant AA dates to faculty and post to library calendar.
• Supervises all record keeping for the faculty including rank and tenure status, sabbaticals, research leaves and CV updates.
• Maintain current library personnel and building contact lists and the library’s email distribution list. Works with Web Team to update Faculty and Staff page on the library’s website

.Assessment

• Assist the Dean with gathering data for annual reports and surveys. Works with Associate Dean on maintaining records on metrics tracked and specific parameters that must be considered.
• Compiles data and prepares reports for planning, decision-making and assessment, prepares budget charts, tables, and spreadsheets in support of a variety of analyses and reports. 
• Prepare analyses for use by the Dean when making academic planning, budget, and other presentations.

 
Facilities 

• Initiate requests for maintenance service and repairs.
• Work with Learning Commons Director to schedule cleanings and repair work.
• Submit key requests as directed; maintain key request records and record of individuals with building access. 
• Work with the Dean and Learning Commons Director to prioritize facilities needs and the use of the facilities portion of the Monroe Library endowment.

 
 Additional Responsibilities
       

1. Maintains excellent relationships with library personnel and other offices around campus.
2. Ensures daily pick up and distribution of mail. 
3. Serves library teams, university committees, community service.
4. Maintains current skills to execute responsibilities effectively.
5. Other duties as assigned.

Bachelor’s degree, preferably in business administration or accounting. 
Minimum of three years of administrative support experience 
Budget management experience, e.g. bookkeeping and/or accounting. Experience using financial record systems. Ability to handle financial information with accuracy and strong analytical reasoning. Strong facility with spreadsheets. 
Adept with relevant software, including Word, Excel, Google suite, etc. agility and motivation in learning new tools and applications. 
Excellent written, verbal and interpersonal skills; detail-oriented with the ability to plan and organize effectively and the ability to handle competing priorities simultaneously.   
Ability to develop friendly and productive working relationships with all University constituents, foster camaraderie and teamwork within the library, with individuals and offices across campus and with external stakeholders. 
File and data management experience. Ability to operate standard office equipment and complete routine administrative functions including correspondence, memos, filing, and reports. 
Ability to communicate and clarify organizational mission, policies and practices for maximum understanding and organizational effectiveness. 
Ability to maintain and respect confidential information required and comply with all federal, state, and local regulations. 
Willingness to make temporary schedule changes to support events and projects. 
 
Additional Desirable Qualifications                         
 Library work experience.
Knowledge of university environment; familiarity with academic library operations preferred.
Supervisory experience. 
 
PHYSICAL REQUIREMENTS:            
Ability to complete above duties with or without reasonable accommodations.