Senior Administrative Assistant-Dartmouth INTERNAL AFSCME MEMBERS

Job description

Senior Administrative Assistant-Dartmouth INTERNAL AFSCME MEMBERS

Job no: 506258
Work type: Staff Full Time
Categories: Administrative & Office Support

General Summary of Position:

Provide direct support to the Dean and the Associate Dean in the Library, which includes management of all daily office administrative and fiscal operations. Monitor expenditures to ensure budgetary compliance for all funds overseen by the Dean; prepare, review, and analyze financial reports; prepare and review requisitions, purchase requests, payroll, contracts, etc. Oversee the daily administrative business functions and operations of the Library, working in conjunction with the Chancellors’ Office, Provost’s Office, Administrative and Fiscal Services, Student Affairs, Campus Services, Facilities, etc. Coordinate complex and highly confidential administrative functions for the Dean and Associate Dean. Assist and provide guidance to Library Division Heads regarding university administrative and fiscal policies and operations.

SUPERVISION RECEIVED (Name and title of person from whom incumbent receives direction):

Library Dean

DIRECT REPORTING STAFF-N/A

THEIR STAFF- N/A

May supervise administrative support personnel and student employees

DETAILED STATEMENT OF DUTIES AND RESPONSIBILITIES:

  • Manage the day-to-day administrative and fiscal operational functions of the Library Dean's Office, including all communications and procedures to directly support the Dean. Coordinate communications for the Dean/Assistant Dean with campus offices, schools and colleges, and external agencies.
  • Assume responsibility for the Library accounts classifications and expenditures. Develop and maintain tools for tracking expenditures in the Library. Monitor account activity to ensure expenditures do not exceed available funds. Instruct and advise Division Heads and staff on purchasing functions of the centralized university financial system (BuyWays), ProCard limitations and procedures, accounts payable and accounts receivable. Reconcile the Financial Activity Report for the Library.
  • Create, prepare and review purchase requisitions via Purchasing Dept. within the constraints and procedures of the university financial policies.
  • Reconcile the Dean’s ProCard expenditures with the bank statement. Oversee the monthly management of all Library ProCards. Ensure materials are prepared for timely monthly review by Dean.
  • Responsible for Dean's travel including travel authorization and expense reports in conjunction with university policies. This includes hotel accommodations, flight accommodations and all other aspects of travel.
  • Responsible for accurate funding appropriation and allocation in State Maintenance, Curriculum Support Fees, Major and other fees, Grants Overhead, and Foundation endowments accounts. Serve as central cash processor for all departments. Function as financial liaison between the Library and the offices of the Controller, Budget Manager and other campus financial offices.
  • Ensure that recordkeeping meets the requirements of internal and external audits by creating specialized excel worksheets, coordinating with various Administrative offices to compile additional institutional data required by reporting agencies. Review all updates and/or changes to reporting requirements each year and provide updates and notification of compliance to University administrators.
  • Create, maintain, and disseminate routine financial reports, specialized reports such as IPEDS, and documents by accessing and evaluating current and historical data from multiple sources.
  • Retrieve information from PeopleSoft Financial Reporting system to compile statistical information for use in reports including but not limited to budget, payroll, and operations.
  • Evaluate and extract financial data and enter it into Alma Library Management System.
  • Gather, review, and analyze past and current financial information and/or proposals, including availability of funds and anticipated expenditures, in order to determine projected expenditures.
  • Order office equipment, supplies, computers, etc. using PeopleSoft e-procurement and ProCard ordering system; maintain maintenance and lease contracts.
  • Responsible for the daily activities and management of the Dean and Associate Dean's calendars to determine priority of meetings. Screen and prioritize all incoming inquiries - telephone, email, fax and mail; responds to routine and highly confidential and complex requests for information, greet visitors and serve as the Dean's representative when he or she is not available.
  • Assist the Library Dean and Provost’s Office with annual evaluations, reappointments, promotions, and PMYR reviews, among others.
  • Prepare and process job descriptions and search and screen implementations such as advertisement, budgeting, travel arrangements, reimbursements, clearing documentation, routing packages, processing applications for library positions, tracking, correspondence and performing other related duties.
  • Compose and /or prepare and proofread mailings, correspondence, reports, and memoranda using Microsoft Word, Excel, Power Point, PeopleSoft, COIN, electronic mail and other current software programs.
  • Maintain all records for Dean’s and Associate Dean’s Boards, Councils, and Committees.
  • Coordinate and monitor the day-to-day activities in the Library building to ensure effective operations. Approve library space requests and coordinate all functions, events, exhibits and conferences that are held in Library space, working overtime as needed for functions and events.
  • Research and prepare briefing materials for meetings and events.
  • Work on the design and production of Library publications, such as annual reports.
  • Perform other duties as required.
  • Minimum Qualifications (Required):

    Applicants must have at least (A) three years of full-time or equivalent part-time, professional experience in business administration or business management in a supervisory capacity, or (B) any equivalent combination of the required experience and substitution below.

    Substitutions:

    I. A Bachelor’s degree with a major in business administration or business management may be substituted for a maximum of two year of the required experience. *

    II. A Graduate degree with a major in business administration or business management may be substituted for the required experience.

    *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

    QUALIFICATIONS REQUIRED AT HIRE (List knowledge, skills, abilities)

    1. Knowledge of the principles and practices of office management.
    2. Knowledge of the principles, practices and techniques of supervision.
    3. Knowledge of the methods of general report writing.
    4. Knowledge of the methods used in the preparation of charts, graphs and tables.
    5. Ability to understand, explain and apply the laws, rules, policies, procedures, etc., governing assigned unit activities.
    6. Ability to read and interpret documents such as financial reports, accounts, ledgers and contracts.
    7. Ability to determine the applicability of data, to draw conclusions and make appropriate recommendations.
    8. Ability to gather information through questioning individuals and by examining records and documents.
    9. Ability to determine proper format and procedures for assembling items of information.
    10. Ability to maintain accurate records.
    11. Ability to prepare general reports.
    12. Ability to communicate effectively in written and oral expression.
    13. Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
    14. Ability to deal tactfully with others.
    15. Ability to establish and maintain harmonious working relationships with others.
    16. Ability to exercise sound judgment.
    17. Ability to exercise discretion in handling confidential information.

    Additional Information

    Department: Library-Dean’s Office

    No. of Positions-1

    Internal -X

    State Funded-X

    Salary: $1071.78 per week

    Hours: 9:00 a.m.-5:00 p.m.

    Grade: -19

    Union: AFSCME

    QUALIFICATIONS ACQUIRED ON JOB (List knowledge, skills, abilities)

    1. Knowledge of the laws, rules, policies, procedures, etc. governing assigned unit activities.
    2. Knowledge of state purchasing procedures including terminology.
    3. Knowledge of agency procedures and guidelines governing purchasing.
    4. Knowledge of state budgeting and accounting procedures including terminology.
    5. Knowledge of the types and uses of agency forms.
    6. Knowledge of the standard principles and methods of inventory control of supplies and equipment.
    7. Knowledge of the proper telephone procedures for making and receiving agency calls.
    8. Knowledge of the laws, rules and regulations governing the state personnel system.
    9. Knowledge of state budgetary procedures relating to positions, salaries and personnel services.
    10. Knowledge of the laws, rules, policies and procedures governing Federal Grant Administration.
    11. Knowledge of state procedures governing the purchasing and requisitioning of supplies and equipment.

    Applicants must be authorized for employment in the U.S. on a full time basis. Employment-based visa sponsorship not available.

    Special Instructions to Applicants:

    To apply please submit a letter of interest, current resume and the contact information for three professional references.

    The deadline for INTERNAL applicants is September 18, 2020.

    Advertised: 08 Sep 2020 Eastern Daylight Time
    Applications close: 18 Sep 2020 Eastern Daylight Time

     

     

     

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    Job No:
    Posted: 9/9/2020
    Application Due: 9/18/2020
    Work Type:
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