Administrative Associate IV

Job Description

Responsible for performing clerical related duties to support the operations and activities of the John B. Coleman Library.

This position may pay more than the salary listed above depending on the qualifications and experience of the selected candidate.

Responsibilities:

Office and Supplies Management:

• Performing all clerical duties and manage the day-to-day operations of the Administrative Offices of the Library.

• Maintaining office supplies and equipment.

• Managing all the keys for the Library on behalf of the John B. Coleman Building Coordinator.

• Assisting with planning, coordinating and preparing for staff and other meetings including preparation of agenda, meeting room, photocopies, and food, snacks and beverages whenever applicable.

• Submitting Work Orders and maintaining Work Order records/history

• Assisting the Assistant Library Director with Clearances

• Taking minutes at the Library Heads of Departments meetings, and at the all library staff meetings and transcribing/typing of the minutes

• Helping with maintaining office space and facilities through dissemination of information and initiating work orders, following up on pending work orders, and coordinating maintenance requests with Facilities Management.

• Receiving, sorting, and distributing incoming mail, faxes, and deliveries

• Preparing and processing outgoing mail, shipments, and faxes

• Assisting the Library Director, and Assistant Library Director in activities required to achieve library excellence.

• Helping with asset inventory and disposal of old inventory according laid down university policy and procedures.

• Schedule activities in the Public Events Room and the Executive Conference Room and any other bookable room in the building.

• Responding to written inquiries (email and letter), and researching and ensuring that accurate information is provided within an acceptable time frame.

• Responding to inquiries, determining and taking appropriate action as required.

• Sending donor acknowledgments with an appropriate signature or handwritten note in a timely fashion.

• Redirecting calls when necessary and taking accurate messages for others in a courteous, business-like manner.

• Hiring and managing student workers for the Library Administration Office.

Purchasing and Financial Transaction Processing:

• Preparing Departmental Budget Requests (DBR) and Interdepartmental Orders (IDO’s) when required.
  Submitting purchase requests for the purchase of office supplies.

• Serving as a backup to the liaison for departmental equipment and service contracts.

• Conducting research on products and supplies needed using catalogues or the Internet to compare price and quality.

• Helping with generating periodic inventory reports.

• Anticipating and plans for needed supplies for upcoming or seasonal events and activities, and keeps supervisor informed of Items needing to be ordered.

• Accepting, recording and responding to donations. Donations can be in the form of checks, on-line donations, charges, cash, or a gift in kind all of which must be recorded in the database.

• Maintaining the library donor database and all information recorded within the database is expected to be accurate and up-to-date.

Departmental Records Management (Personnel Related):

• Maintaining all library employee records that are that are held in the library.

• Supervising student workers assigned to the Library, and oversee the assignment of all student workers to various library departments.

• Helping with the entire library employee hiring process.

• Serving as Leave /Time Departmental Administrator.

• Operating office machines, equipment, and computers.

• Calculating time sheet information and wages for student workers.

• Keeping custody of records of persons who have applied for library positions and records emanating from the interview process.

• Preparing and submitting payroll records for students and all non-exempt library staff.

• Filling and submitting position requisition forms, and the new employee requisition form.

• Training student workers and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.

Services, Professional Development and Other Duties:

• Attending meetings and assist with library events and programs.

• Pursuing opportunities for professional development, including workshops, conferences, seminars, and specialized training classes. Serves as a liaison for departmental equipment and service contracts.

• Serving on departmental, library, or university committees when called upon.

• Performing other duties as assigned.

Required Education & Experience:

• High school diploma or equivalent.

• Four years of related experience.

Required Knowledge, Skills & Abilities:

• Knowledge of word processing, spreadsheet, and database applications.

• Ability to multitask and work cooperatively with others.

• Strong verbal and written communication skills.

• Strong interpersonal and organizational skills.

• Ability to work with sensitive information and maintain confidentiality.

Job Posting Close Date:

• 09/19/