Administrative Assistant

Job Summary

The Administrative Assistant provides administrative support to the University Library. Acting under general supervision, the position anticipates management or unit needs, proactively solves problems, and handles issues. Coordinates daily operations and activities of the University Library.

About the Role

The position supports Deans, faculty, and staff within the Library, managing calendars, composing correspondence, editing presentations, and handling travel arrangements. It also involves coordinating projects, such as Deans events, conferences, workshops, and meetings. The Administrative Assistant coordinates office operations and services, collects information, conducts research, and prepares materials for management or departmental discussions/meetings or for decision-making purposes. They oversee the hiring process, coordinate interviews, and manage onboarding of new employees. Additionally, they maintain office supply inventory, interact with vendors, serve as a point of contact for space, equipment, or facility issues, create or maintain unit filing systems or workflows, and maintain confidential information. They draft or review correspondence or other documents and supervise or serve as a lead for other staff, including students.

Responsibilities

• Provides administrative assistance to support Deans, faculty and staff within the Library, including responsibilities such as managing calendars, composing correspondence, editing presentations, and handling travel arrangements.
• Acts under general supervision to anticipate management and unit needs and proactively solve problems.
• Captures information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Coordinates a wide variety of projects, such as Deans events, conferences, workshops, and meetings.
• Captures information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Captures information, conducts research, and prepares materials for use in management or departmental discussions/meetings or for decision-making purposes.
• Coordinates office operations and services such as personnel, budget preparation, and control.
• Maintains office supply inventory, interacts with vendors.
• Serves as point of contact for space, equipment or facility issues.
• Creates or maintains unit filing systems or workflows, and maintains confidential information.
• Drafts or reviews correspondence or other documents.
• Supervise or serve as a lead for other staff, including students.

Requirements

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications

• Bachelor’s degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Workday.
• Experience with SharePoint.

Knowledge, Skills & Abilities

• Proven ability to think strategically and approach challenges with creativity.
• Demonstrated track record of reliability, meeting goals, and holding oneself accountable.
• Strong interpersonal skills and experience working effectively across teams.
• Knowledge of general office procedures.
• Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and competing demands are involved.
• Able to operate personal computers with proficiency and learn new applications and systems.
• Able to accurately prepare and maintain records, files, and reports.
• Able to work successfully as both a member of a team and independently with minimal supervision.
• Able to interact in a professional manner with staff, faculty, students, and the community in a service-oriented environment.
• Able to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Able to effectively manage the work of others by providing information, guidance and motivation.
• Able to interpret and apply laws, regulations, policies and procedures consistently.
• Able to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.

Qualifications

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Additional Job Description

Required Qualifications: This position requires a high school diploma and six years of full-time experience directly related to the job functions. Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook). Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Institutional Values & Behavioral Expectation

In this role, the successful candidate will be expected to: Seek out new approaches to improve outcomes; remain open for feedback and new ideas. Lead with integrity; consistently produce high-quality work; persevere to overcome obstacles to meet deadlines and achieve deliverables. Share information and insights thoughtfully; build partnerships across departments; communicate respectfully; support colleagues to achieve common goals.