Administrative and Library Purchasing Assistant

Job description

Under the direction of the Levin Library Director, the Administrative and Library Purchasing Assistant is responsible for the coordination of overall office support functions of the Levin Library. The Administrative and Library Purchasing Assistant is also responsible for coordinating library materials and supplies purchasing, book and electronic acquisitions (including ordering, receiving, and updating orders in the Banner system), as well as communicating with vendors on a variety of products and services.  


Administrative Functions:

  • Establish and sustain positive and productive working relationships across college departments to further library goals and institutional goals.
  • Serve as the general coordinator for events and assist with event planning and execution; including but not limited to: room reservations, catering coordination, coordinate with Institutional Advancement on invitation publication / dissemination, publicity, track RSVPs for Library events and conferences, and aid with planning the Library Retreat.
  • Provide general administrative support including but not limited to; responding to phone inquiries; recording, disseminating and archive library departmental and collection management meeting minutes; maintain library conference room and other library teaching space reservation requests. Maintain Levin Library calendar and library faculty and staff Vacation/Time Off records in Outlook and Excel, respectively.
  • Assist with Survey construction, dissemination, and data collection utilizing programs such as Qualtrics, as requested. 
  • Generate reports, correspondence and forms of a confidential nature using PowerPoint, Excel, and Word.
  • Coordinate the general care and maintenance on office equipment such as multi-function printers, computers, and telephones.
  • Coordinate with various departments (Buildings and Grounds, Finance, Provost’s office) regarding floor plan design and layout, furniture inventory and design as necessary.
  • Coordinate, complete or assist with all departmental mailings handled both internally and externally (mail merge of letters, printing, stuffing, mailing, etc.) 

Budget Preparation and Assessment:

  • Assist Library Director in preparation and maintenance of Operating and Capital Budget by maintaining timely, accurate records of utilization for the department.
  • Monitor budget balance in Banner, and provide updates as requested.
  • Assists library staff with budget related inquiries.
  • Reconciles Banner entries with expenditure spreadsheets.
  • Conduct a Year End reconciliation of the budget.

Purchasing / Acquisitions:

  • Gain working knowledge of library resource purchasing workflow in relation to library and enterprise management systems, and external vendors.
  • Support librarians with purchase requests / orders and communication with vendors.  Responsibilities include, but are not limited to preparation and processing of all purchase requisitions, and placing orders with vendor once a purchase order has been assigned by Finance.
  • Maintain accurate records of all shipments and deliveries.  Responsibilities include maintaining a log of all orders and deliveries in Banner as shipments arrive, as well as tracking order and delivery details on expenditure spreadsheets, and submitting invoice to Finance for payment.
  • Collaborate with the Collection Management Group to create and build efficient workflow recommendations and procedures.  This includes but is not limited to; attending monthly meetings to assist librarians with budget-related inquiries and present encumbered totals to the group as well as preparing reports to Collection Manager the percentage of budget spent by December 1 and February 1.
  • Inventory and order office and event supplies, and equipment for the Department as needed.
  • Complete acquisitions processing, including but not limited to, electronic subscription renewal records in Alma, the library management system. Aid in the development of a sustainable workflow which integrates information from both paper records and different share drive folders
  • Serve as liaison to both internal and external contacts.  Responsibilities may include, but are not limited to; coordinating book orders and other library materials through YBP and various individual publishers, resolving both internal and external inquiries, requesting quotes from vendors, and communicating with Vendors / Librarians regarding late / missing items.
  • Maintain, and keep current, invoices, vendor contact info, statistics, and related acquisitions documentation in Alma.
  • Aid librarians in resource evaluation by retrieving and curating usage statistics reports from vendors, aggregating faculty feedback on relevance to current curriculum gathered by librarian liaisons, and other determinants of cost effectiveness including cost per usage/FTE.
  • Assist Library Tech team with periodic data management projects involving vendors and technical infrastructure, such as usage evidenced through Alma, to enable the library to know more about its functions and services and their use by the Curry community.

Additional Functions:

  • Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy.
  • Perform other related duties as assigned by the Director.

Minimum Qualifications:

  • ·Bachelor’s degree in a related field.
  • A minimum of two to five years office administration experience with knowledge of accounting concepts, acquisition activities, and library functions.
  • Excellent interpersonal skills to effectively interact with a variety of individuals.
  • Demonstrable computing skills and efficiency utilizing complex computing applications on the systems and programs of College’s choice; currently by way of example, Microsoft Office Suite. Able to learn new technology.
  • Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines.

Preferred Qualifications:

  • Experience with and interest in libraries and library processes and services highly desired.
  • A minimum of two to five years of office administration experience, preferably in a college setting with proven technical abilities across a variety or complex software systems, relational databases, and web-based programs. Banner a Plus.

At the College’s discretion, the education and experience prerequisites may be excepted where the candidate can demonstrate, to the satisfaction of the College, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Employment in this position is contingent upon the successful completion of all required pre-employment background checks.

Please apply online at for consideration.  Interested Applicants must submit a resume, cover letter, and a list of three professional references including complete contact information and professional titles.  




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 9/13/2018
Application Due: 11/12/2018
Work Type: