Administrative Assistant Ii-Library

1. Serves as administrative assistant to the Dean, Associate Dean, and other members of the Portfolio Managers (i.e., the Library Administrative Team) by providing or overseeing reception services, scheduling appointments, meetings, and travel, maintaining the supervisor's calendar, preparing and proofreading correspondence, reports, and other documents prepared by the supervisor, organizing and maintaining paper and electronic filing systems, initiating recurring administrative processes, coordinating projects, and assisting in the completion of reports by researching and gathering required information and preparing reports.

2.Helps the Libraries to achieve its mission by coordinating processes associated with work specific to the cost center, such as using standards, criteria, contracts, or agreements to screen and process various types of applications or documents, collecting and depositing fees, generating billing for departmental products or services, developing, maintaining, and utilizing databases, arranging meetings and/or multiple consultations or interviews integral to the work of the department on an ongoing basis, auditing and processing time records for large groups of full-time, part-time, and/or student employees, etc.

3.Serves as the communication hub of the Libraries by communicating information from the Portfolio Managers to others, collecting and organizing information requested by the Portfolio Managers from others, making information available to others by mail, email, telephone, and the web, and providing more complex information on processes specific to the Libraries to faculty, staff, students, other departments, and/or the public.

4.Obtains equipment, services, and supplies needed by the Libraries by maintaining an inventory of office supplies, purchasing computers, furniture, office supplies and equipment, determining the appropriate method to pay for goods or services purchased by the department following University policy and procedures, and utilizing the appropriate process.

5.Bills internally or externally for goods or services provided by the department by determining the appropriate method and utilizing University processes.

6.Assists the Portfolio Managers to varying degrees in maintaining financial control of Library accounts by reconciling purchases to Financial Services reports, tracking income, expenditures, and transfers to Financial Services reports, and/or maintaining internal records of expenditures.

7.Organizes, coordinates, plans, and conducts library-related events by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and overseeing the event as it occurs.

8.Assists with employment processes to varying degrees by monitoring and maintaining credential files of applicants, preparing master files for search committees, preparing correspondence to applicants, entering required information into the applicant database, preparing position authorization forms and personnel action forms and monitoring their approval, and assisting new employees with processes associated with employment (completion of Form I-9, obtaining access to network resources, arranging orientation, office space, equipment, services, and supplies, etc.)

9.Supports the administrative business functions of the department by maintaining the departmental website and databases, scheduling the use of conference rooms, and maintaining security of equipment, files, and records.

10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

11. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.

12. Supports the department by performing all other duties as assigned by the supervisor.

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