Library Specialist IV - Administrative Support
Job Title: Library Specialist IV - Administrative Support
Classification: C4
Department: University Libraries
Updated: January 2019
Job Summary
Administers the Dean’s office including student workers and provide support to the executive team for projects and programs. Responsible for ordering and inventory of general library supplies (currently a $50,000 budget).
Essential Functions
- Advises on the Dean’s calendar
- Negotiates and procures supplies for the library program including the CML
- Manages and secures central supply inventory
- Creates and distribute statistical reports
- Reconciles purchase card statements for multiple cards
- Processes reimbursements and travel advances for all staff
- Coordinates candidate visits including mailings, schedules, reservations, travel and expense reimbursements
- Monitors and manages revenue fund for CML
- Coordinates planning library-wide events in concert with the administrative assistant
- Supports the Library Program Manager with assigned tasks
- Supports members of the Executive Team in scheduling and with other projects as assigned
- Other duties as assigned
Non-Essential Functions
- Liaise with library committees for internal programs (GROW, Sharepoint, etc.)
- Backup other administrative Staff in the Dean’s Office
- Perform other duties as assigned by the Executive Team
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications
- Bachelor’s degree
- Experience working in higher education
- Supervisory experience
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Standard hours for this position: Monday-Friday; 8-hour work day between 8:00 am and 5:00 p.m.