Administrative Office Assistant, Umkc Libraries, 56135

Hiring Department

University Libraries

Job Description

The University Libraries Office Support Assistant IV (OSA) is a member of the UMKC University Libraries' Administrative Support Team. This position is the primary receptionist for the administrative office, providing key support in administrative and business operations, including purchasing and payments, scheduling, event setup, and various other projects. The work of this OSA varies greatly. The OSA reports to the Libraries' Executive Assistant and indirectly supervises a student assistant.

Administrative Duties:

• Serves as the primary position providing reception coverage for the Libraries' Administrative Office, acting as point of contact for visitors to the office including students, public, VIP guests, and handling incoming calls and emails.

• Provides support for meeting rooms, including as primary point of contact for room setup and training to users of administrative office managed rooms. Sets up rooms for meetings, events, programs, and other gatherings, which may include rearranging tables and chairs, preparing beverages, setting up food, etc.

• General administrative support for fundraising, including entering contact reports into university's Advance system, and preparing acknowledgement letters.

• Updates and distributes internal documentation, such as the staff phone directory and emergency contact list.

• Performs ongoing maintenance of the Employee Resource Guide.

• Assists with hiring tasks, including interview scheduling and some communication with candidates.

• Indirect supervisor of office student assistant and will assume the student assistant's job responsibilities in their absence.

• Completes tasks assigned through JIRA ticketing system and administrative email.

• Provides back-up office support for projects as assigned, particularly from the library dean and associate deans.

• Completes light filing, scanning, shredding, note taking (including All Staff Meeting Notes), and other related tasks.

Business Support:

• Prepares payments in internal accounting systems, primarily for library books and databases. Prepares other payments as assigned.

• Processes gift-in-kind donations, tracks and cross-references gifts on weekly reports.

• Orders supplies and pays invoices for library general supplies and events. May occasionally need to purchase supplies offsite.

• Assists with conference registrations, airline reservations, transportation, and hotel accommodations as needed.

• Prepares checks for deposit.

Professional development and service:

• Participates on appropriate committees and professional development as defined by and with their supervisor's approval.

• Maintains sufficient expertise in skills and proficiencies required by the position.

Other duties and special projects as assigned.

Shift

Position is located in Libraries Administrative Office, Miller Nichols Library. This 1.0 FTE position works in the administrative office Monday through Friday, for a total of 8 hours daily between the hours of 8:00am to 5:00pm. Employee can choose whether to take a 1 hour meal break or come in later than 8:00am but will need to work on-site until 5pm each day. Anything outside of the set schedule will be considered a Flexible Work Arrangement.

Flexible work arrangements should support the mission, goals and functional role of the employee, department, and university. The UMKC University Libraries support Flexible Work Arrangements, however flexible work arrangement must support the mission, goals and functional role of the employee, department, and university. Due to the job responsibilities of being the receptionist for the Libraries' Administrative Office and indirectly supervising an on-site student assistant, routine remote work is rare for this position.

Minimum Qualifications

High school diploma or equivalent and at least 5 years of experience from which comparable knowledge and skills can be acquired is necessary

Preferred Qualifications

• High level of demonstrated expertise with Microsoft Office Suite

• High level of comfort with adapting to new and changing technologies

• Ability to work independently and with initiative

• Comfort with ambiguity

• Successful customer service experience

• Strong public service ethic

• Strong written and oral communication skills

• Experience in libraries or higher education

Anticipated Hiring Range

$16.00 - $17.50 per hour commensurate with education, experience, and internal equity.

Application Deadline

Applications will be accepted until this position is filled.

Other Information

This position is expected to contribute to a safe and respectful environment for all users and employees of the UMKC Libraries and exemplify the UMKC Statement of Values and the University Libraries Values.

Community Information

Kansas City offers the best of both worlds-a vibrant, urban community with Midwestern appeal. The city's rich history and its modern-day, innovative thinking come together to create an eclectic group of neighborhoods that offer a little something for everyone. From thriving arts districts, an energetic downtown nightlife, casual to upscale shopping and champion sports teams, you will have no problem making yourself at home. Of course, one of Kansas City's biggest claims to fame is its food, especially its world-famous barbecue. Foodies will delight in the culinary scene found throughout the city. Ranging from award-winning chefs to cozy pizza joints, Kansas City definitely is not lacking any flavor.

UMKC's campuses are conveniently nestled in the middle of all the action. Volker Campus is just minutes from the legendary Country Club Plaza, perfect for shopping or restaurants for lunch or after-work happy hours. Surrounded by hip neighborhoods and eateries, the Health Sciences Campus is located downtown near University Health Truman Medical Center and Children's Mercy Hospital.

UMKC is proud to be "Kansas City's university," and the campus and its people celebrate all the characteristics of the surrounding community. To learn more about life in Kansas City and find more resources, visit VisitKC.com.

Benefit Eligibility

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Values Commitment

We value the uniqueness of every individual and strive to ensure each person's success. Contributions from individuals with diverse backgrounds, experiences and perspectives promote intellectual pluralism and enable us to achieve the excellence that we seek in learning, research and engagement. This commitment makes our university a better place to work, learn and innovate.

In your application materials, please discuss your experiences and expertise that support these values and enrich our missions of teaching, research, and engagement.

Equal Employment Opportunity

The University of Missouri System is an Equal Opportunity Employer. Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, or protected veteran status, or any other status protected by applicable state or federal law. This policy applies to all employment decisions including, but not limited to, recruiting, hiring, training, promotions, pay practices, benefits, disciplinary actions and terminations. For more information, visit https://www.umsystem.edu/ums/hr/eeo or call Human Resources at 816-235-1621.

To request ADA accommodations, please call the Office of Equity & Title IX at 816-235-6910.

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