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:

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