Job Title: Library Dean’s Office Assistant
Classification: C4
Department: Library Dean's Office
Updated: June 2025

Job Summary

As a member of the Dean’s Office, the Library Dean’s Office Assistant works to ensure the work of the Library Dean’s Office is supported efficiently and effectively. The Library Dean’s Office Assistant serves as a first point of contact for visitors to the Library Dean’s Office, including staff, faculty, students, community members, and potential donors, and as such provides a welcoming presence. The responsibilities include a wide range of administrative services that enable the smooth operation of the Library Dean’s Office and well as work that advances the overall mission and goals of the University Libraries.

Essential Functions

• Maintains Library Dean’s Office expense card by monitoring, reconciling, and tracking expenditures.
• Creates requisitions/purchase orders and monitors Workday for invoice and expense report approvals.
• Responsible for assisting with processing and tracking of professional development, training, or other work-related travel reimbursements.
• Serves as lead contact with OSP, FTLC, and CSCE regarding faculty travel reimbursement grants.
• Provides guidance for library staff and faculty related to processes such as reimbursement, ordering supplies, Workday or other related activities.
• Acts as lead support for all non-collections related procurement for all library locations
• Responsible for scheduling, booking travel and all associated logistics for invited guests and recruitment.
• Places orders with various campus departments and outside business for supplies and events.

As Dean’s Office Student Supervisor

• Recruits, hires, trains, and supervises Dean’s office student employees.
• Ensures projects assigned to Library Dean’s Office student colleagues are completed.
• Approves student timecards and tracking student salary budget to inform hiring and staffing levels.
• Maintains communication with student colleagues through in person and virtual channels.
• Supports student colleague development by actively listening to their needs and practicing empathy, patience, and flexibility to cultivate student well-being and growth. 
• Leads student colleagues by proactively communicating work expectations to support departmental work in ways that foster growth, development, and accountability.
• Develops skills and knowledge as a student supervisor by staying current on trends and challenges associated with leading student colleagues. 

As a member of the Library Dean’s Office, acts as a proactive team member by:

• Schedules, or assists with scheduling, the Library Executive Team members’ calendars, meetings, or events with campus Event Services or in the Event Management Software.
• Schedules meetings and events for multiple library conference rooms and/or learning labs.
• Serves as lead for survey creation and reporting out survey findings for University Libraries.
• Recommends improvements in procedures and workflows.
• Documents procedures and workflows, assists in maintaining up-to-date documents for all library colleagues.
• Provides a high quality of service for all library colleagues.
• Escalates questions and concerns to the Assistant Dean as appropriate.
• Collaborates and participates in department and library wide initiatives related to areas of expertise or interest.
• Maintains discretion and confidentiality.

As support for Library Dean, Associate/Assistant Deans and Department Heads:

• Coordinates participatory engagement meetings by scheduling meetings as needed.
• Supports the Associate Dean responsible for organizational development by coordinating meetings, performing research, communications, scheduling trainings and identifying and purchasing training materials and/or speakers.

As support for organizational communication:

• Leads collection of faculty/staff accomplishments and reporting out to external stakeholders such as the Board of Trustees.
• Collaborates with the Associate Deans with communication related projects.
• Supports donor recognition efforts by regularly reporting donor activity to the Dean and assisting the Dean with other donor related activities.
• Updates library directories on multiple websites.
• Maintains and updates emails lists for library staff and teams.
• Records management for University Library projects.
• Leads all student employee gift or recognition efforts.

Acts as a critical backup for:

• Management of the University Library Dean’s calendar and schedule.
• Supports personnel actions by providing note taking, scheduling and other related actions.
• Schedules Library Leadership Team meetings.
• Supports search process by assisting search chairs with candidate travel, scheduling, communications, reimbursement, and agenda creation.

Non-Essential Functions

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• 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 navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree
• Higher education experience
• Supervisory experience
• Demonstrated ability to learn specialized hardware and software

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.

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