Responsible for providing administrative and secretarial support for the Library Director, Associate Directors and library staff.
Provides administrative support to the director, associate directors, and library staff as needed.
Manages the Directors and library conference room calendars. With minimal direction, organizes meetings with both internal and external people and groups, communicates purpose and agendas to attendees, sets up locations and any support needed, such as handouts and media.
Takes minutes for Collection Management Committee weekly meetings and maintains a record of decisions made and progress on orders.
Types minutes for Management Team meetings.
Creates, organizes and maintains library and Director files including distribution lists, emergency contacts, organization charts, spreadsheets, policy and procedure documents, and all library team and departmental records, meeting notes, and documents.
Responsible for organization of library staff wiki.
Makes travel arrangements for library staff, arranges payments and reimbursements following university and library policies and processes.
Registers library staff for webinars and other professional development opportunities.
Provides support for library events including ordering refreshments, issuing invitations, and coordinating staffing of the events.
Communicates deadlines, HR, Student Employment, and other important information to library staff.
Maintains a record of key distribution to library staff.
Prepares estimate requests and work orders for library repairs and enhancements, reports building issues to Facilities Management in a timely manner.
Maintains an inventory of library equipment and fixtures for university insurance accounting.
Coordinates maintenance, repair and servicing of library equipment by external contactors.
Maintains records for student employees.
Maintains library supplies.
Maintains an accurate record of all budget expenditures and revenue using the librarys accounting program.
Records expenditures in library accounting system and maintain a detailed record of expenditures purchased with the library purchasing card.
Reconciles the librarys accounting system with the universitys financial reporting systems.
Communicates with appropriate departments, internal, external to ensure records are accurate.
Develops and maintain a filing system which tracks all budget transactions.
Reconciles the monthly Student Employment financial report with the librarys accounting system.
Enters bi weekly student expenditures, by department, in the librarys accounting system.
Submits and monitors budget transfers as directed by the library director and associate directors.
Submits cash flow, revenue, fines records to appropriate department. Maintain cash operations according to university regulations.
Orders materials from appropriate vendors to support library operations.
Creates purchase requisitions using the universitys I Procurement system when appropriate.
Places orders directly with vendors when appropriate.
Researches products or coordinates with Purchasing to ensure appropriate vendor and best cost available.
Ensures materials received meet specifications of materials ordered and makes corrections as needed.
Delivers orders to requestor when they are received.
Prepares correspondence for library donors and maintains files relating to donations.
Assists in the workflow of the department.
Coordinates daily work or special projects with department staff as needed to ensure timely delivery of services to library patrons.
Participates on library and campus committees as appropriate.
Participates in the planning process for new and improved services.
Performs other duties as assigned.