Administrative Assistant to the Dean of Libraries (Internal Posting Only)

Position Summary

The Administrative Assistant to the Dean of Libraries is responsible for managing and maintaining processes, files, reports, office communications and schedules. The Administrative Assistant to the Dean of Libraries reports to the Dean of Libraries or assigned administrator. This is an internal opening and only current employees of UIW are eligible to apply.

Benefits

UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more!

Job Duties

• Dean's Office

  Aid in maintaining Dean’s schedule, communications, and office operations/files/reports, and operational budgets. Generate requisitions in BANNER for Library operations and for purchases and orders for supplies, paper, and other materials. (excluding library resources and collection items.) Follow processes in accordance with UIW’s Accounts Payable and finances offices requirements. Run budget reports for Dean; maintain and update budget accordingly throughout the fiscal year. Assist in the creation and maintenance of agendas, minutes, reports, and state, federal, and accrediting body narratives. Maintain point of contact information and telephone tree for UIW Libraries and serve as point of contact for University security events.

• UIW Libraries

  Provide reports from data leads and maintain statistics and data as specified by Dean. Schedule and manage room reservations for specified spaces in the Mabee Library – NLIB 221, Special Collections, Library Auditorium, and any other special event space requested by Dean. Initiate and manage catering requests/food and events as approved by Dean. Maintain electronic file of position descriptions, vita/resumes for professional staff, and professional activities. Initiate travel arrangements for staff as directed by the Dean, to include registration for event, working with university travel agent to book air and hotel, and working with staff to calculate travel advances. Submit special event requests such as moving/removal of furniture, facilities maintenance, facilities cleaning, and special set-ups for Library events as requested by Library staff. Submit problems with Facilities as Department reported by Library Staff using appropriate systems. Attend assigned meetings of the council of academic dean’s administrative assistants to ensure processes are coordinated across the university.

• Other Duties

  Aid with special events hosted by UIW Libraries. Perform other duties assigned by Dean.

Qualifications

• Knowledge, Skills and Abilities

  Excellent customer service skills and ability to function as a supportive team member. Strong proficiency with MS Word, Excel, PPT, Outlook and Teams. Ability to effectively learn and use Banner, Canvas, and SpringShare products. Effective verbal and written communication. Excellent organizational skills. Ability to create and maintain data reports. Strong skills in budget management. Ability to work effectively with individuals from diverse communities and cultures.

• Education

  High school diploma or GED equivalent. Associates Degree or 60 college credits preferred. Three (3) or more years supporting administrator in an academic library preferred. Strong skills in BANNER preferred.

Work Hours

Mon through Fri from 8:00 am to 5:00 pm with occasional evening and weekend hours depending on special events schedule and deadlines.

Physical Demands

Ability to lift up to 10lbs of office/event supplies. Ability to reach overhead, bend, squat to retrieve office/event materials. Ability to push/pull event carts/wagons holding up to 45lbs. Ability to actively engage in events for extended periods of time. Ability to regularly move about campus and event venues to actively engage faculty/staff/donors/guests/(potential/current) students, as well as attend meetings on and off campus.

Posting Details

• Posting Details

  Posting Number AS2287PO Number of Vacancies 1 Job Type Full Time Job Category Staff (non-exempt) Desired Start Date 08/01/2026 Position End Date (if temporary) Reports to Director of Public Services Salary $46,500 Annualized Open Date 07/15/2026 Close Date 07/19/2026 Open Until Filled No Special Instructions to Applicant This is an internal opening and only current employees of UIW are eligible to apply. EOE UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).