Job description

Duties: Reporting to the Vice Provost & Director of Libraries Office, this position provides a broad range of professional and confidential administrative functions in support of the Vice Provost and members of the Libraries' Senior Staff. Responsibilities include, but are not limited to coordinating and managing complex calendar and meeting materials; handling confidential material, managing flow of communication and provide administrative support to reporting directors; organizing travel; preparing travel reimbursements; maintaining the office files and databases; prepare financial forms; supervise the work of Administrative Assistant; recording, preparing and distributing meeting minutes; drafting and editing letters and other documents; provide research, analysis, reporting, project support and project management as needed.

Provide administrative support to the Vice Provost & Director of Libraries. Interacts with senior staff members and with a wide array of University offices, faculty members, senior administrators, and representatives of national library associations, private foundations and corporations, and government agencies.

Maintain, coordinate and manage complex calendar schedules and coordinates committee and other meetings, prepares agenda and meeting packets, and communicates with staff and faculty representatives in a timely way. Manages travel, conference attendance, awards, and special events arrangements and reimbursements through Concur for the Vice Provost.

Manage multiple projects in support of the Vice Provost and Director of Libraries' initiatives in various departments, including, but not limited to, Community Outreach, Liaison Services, and Advancement. Conduct project-related research and writing, edit program development, compile and review project- related documents and presentations for clarity and accuracy. Complete other special projects as assigned

Supervise the Administrative Assistant in the Vice Provost's Office, including delegation of tasks, task management, and coordination of schedules to ensure the office is staffed at all times. Hire and supervise interns and work-study students.

Manage and coordinate all correspondence, both routine and confidential, including drafting, typing, formatting, proofreading and editing. Create and distribute salary increase letters. Assist with preparation of presentations. Coordinate the collection and processing of Administrator timesheets. Process weekly timesheets in e-timesheet system.

Create, maintain and organize office files (paper and electronic), shared drives, databases (including space planning documents)

Perform additional duties as assigned

Qualifications: Qualifications

Bachelor's degree and 2-5 years' experience or a equivalent combination of education and experience. Strong computer skills, including MS Office suite, required. Excellent communication skills, both verbal and written, and the ability to interact with individuals at all levels. Ability to exercise discretion and judgment in dealing with sensitive and confidential matters. Excellent organizational skills required.

Reference Number: 50-29670

Salary Grade: 026

Employment Type: Exempt

Org: Library Director's Office

Special Requirements: Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Job Family: A-General/Professional Administrative




Diversity Profile: University



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Job No:
Posted: 8/11/2018
Application Due: 1/10/2019
Work Type: