Administrative Assistant 2

Provide administrative support to the Library Business Manager and Dean, serving as the internal liaison for library staff hiring student employees. This role requires strong customer service and multitasking skills, as well as the ability to handle confidential documents and relay critical information.

About the Department

The Library's Administration office provides overall leadership, including oversight of finance, vendor contracts, personnel, donor relations, and building operations. The office ensures alignment with the university's and library's strategic plans while supporting individual library units and serving as a contact point for university services.

Responsibilities

• Serve as the primary contact for Library Administrative Office visitors, both in-person and via telephone.
• Organize and complete special projects for the Dean and Library Administrative Office staff, including:
  • Scheduling appointments
  • Preparing correspondence for signatures
  • Creating spreadsheets
• Create, edit, and distribute various correspondence and reports.
• Submit travel authorizations and expense reimbursements for the Dean and Associate Dean; collect receipts and documentation for employee reimbursements.
• Assist search committees hiring classified staff by confirming dean/associate dean availability for interviews and conducting reference checks.
• Update Library Administration and Dean’s web pages as needed.
• Maintain library records of furniture and equipment; notify Inventory Control and Risk Management of changes; reconcile records annually.
• Ensure equipment and items valued over $2,000 are tagged and added to inventory promptly.
• Compile and submit inventory disposal requests to Facilities; reconcile after processing.
• Process key requests and transfers; maintain accurate inventory of keys checked out to staff.
• Prepare and submit deposits; reconcile monthly deposit and revenue reports.
• Purchase supplies and equipment for Library operations; research and resolve order or purchase issues.
• Pay invoices using pcard or submit invoices for payment via BroncoHub; notify staff of delays or receipts.
• Place orders and ensure available discounts are applied.
• Prepare inter-department charge spreadsheets and submit to Accounts Payable.
• Run and reconcile financial reports in BroncoHub.
• Prepare check requests for Foundation reimbursements.
• Prepare final contract documents and send to the Office of General Counsel.
• Open and close ads for student positions; process hire paperwork and verify I-9 completion; ensure timely submission to HR.
• Maintain knowledge of student employment policies and advise supervisors.
• Submit requests to Human Resources for student employees, including hiring forms, pay changes, and separations.
• Maintain personnel files for student employees; answer general questions about student employment.
• Liaison with Financial Aid for work-study issues.
• Perform other duties as assigned, including organizing special projects and assisting with event planning.

Skills & Qualifications

• Proficient with Microsoft Office Products and Google Drive.
• Experience with Campus Solutions HR (hiring students).
• Experience gathering, compiling, and verifying data for spreadsheets and reports.
• Ability to work graciously but firmly with diverse individuals.
• Ability to maintain confidentiality.
• Ability to perform duties independently, prioritize tasks, and balance multiple projects.

Requirements

• Good knowledge of office support functions, including word processing, filing, composing business documents, reception, and researching/compiling data.
• Experience interpreting, applying, and explaining complex regulations, policies, or services.
• Experience independently solving problems and performing liaison activities in a work setting.
• Experience coordinating activities requiring complex arrangements.

Preferred Qualifications

• Experience with supervision.
• Experience with Oracle Financial Cloud (running reports, submitting requisitions and expense reports, training others).
• Experience with Human Cloud Management (time cards, personnel changes).

Pay

Pay begins at $20.28 per hour.

Benefits

• 12 paid holidays, plus the university is closed between Christmas and New Year’s (requires use of 3 vacation days).
• 12–24 annual paid vacation days for full-time staff, depending on position type and years of service.
• 11.96% University contribution to PERSI retirement fund (Classified employees).
• Excellent medical, dental, and other health-related insurance coverages.
• Tuition fee waiver benefits for employees, spouses, and dependents.