Job Title: Assistant for Departmental Initiatives
Classification: C4
Department: University Libraries
Updated: March 2025

Job Summary

The responsibilities of this position include working in our user-centered desk environment, opening and/or closing the library, and executing emergency and evacuation processes as needed. Additional responsibilities include supporting departmental initiatives, serving as departmental coordinator, and supporting other areas of the department as needed.  This position is a part of the Library Access Support Services department, which is responsible for supporting a set of behind the scenes and public-facing functions virtually and on our Allendale and Grand Rapids, Michigan campuses. This is a designated essential staff position in support of library operations and will be called upon to work onsite at times even when the University changes operating status due to inclement weather or otherwise. Ability to work evenings and weekends; flexibility to work a variety of shifts; and significant functional independence is required.

Essential Functions

• Work regular shifts at the service point, monitoring in-person and virtual activity. This includes the frontline and behind-the-scenes services provided by student colleagues.
• Deliver high quality inclusive and accessible customer service while assisting users with a wide range of transactions and inquiries, in-person and virtually, including reference assistance requiring knowledge of the library’s services, holdings, website, and online databases.
• Identify and respond to security and safety issues that arise, implementing emergency procedures, handling of library user complaints, and at times working with Grand Valley Police Department and facilities to ensure that the library environment is safe and conducive to learning.
• Open or securely close the library in line with standard procedure.
• Demonstrate flexibility, openness and receptivity to new ideas and approaches.
• Demonstrate innovation, creativity, and informed risk-taking.
• Collaborate broadly and engage in department and libraries' initiatives and projects.
• Provide support for events, tours, and other programming hosted in the libraries.
• Roam the library to collect data, on an ongoing basis and for special projects. Roaming activities can include answering questions; identifying, reporting, or addressing facilities issues; and assisting with security-related issues.
• Participate in re-zoning of furniture in spaces throughout the Mary Idema Pew Library.
• Align with and uphold University Competencies, University Libraries values in action, and user privacy.
• Demonstrate the intercultural understanding and awareness required to work in a diverse workplace and serve a diverse population.
• Actively contribute to the Libraries’ Inclusion, Diversity, Equity, and Accessibility commitment.
• Help foster a healthy work environment for library and student colleagues by working individually, collaboratively, and collectively towards achieving individual, departmental, and library goals.
• May direct student colleagues work on a project-by-project basis.
• Perform other duties as required/assigned by leadership.

As departmental coordinator for LASS:

• Organizes and coordinates supplies and budgets for the LASS department.
• Creates and distributes statistical reports.
• Assists with creating and running usage and gate count reports to identify peak times of operation and inform building hours decision-making.
• Submits expense reports on behalf of department.
• Coordinates planning LASS events in coordination with the Management Team.
• Gathers and communicates operating hours and calendars with partners on campus.
• Maintains high level of confidentiality.
• Performs other duties as assigned. 

As lead for new initiatives:

• Supports special initiatives and projects in coordination with the Management Team.
• Creates timelines and budgets for new programs.
• Drafts project plans, scope notes, and assessment of projects.
• Coordinates and supports meetings between planning teams and Management.
• Works closely with planning teams on project launches and implementation including social media, talking points, and Library-wide communications.

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 handle differing situations and problems in the work routine by exercising judgment.
• 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.
• 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.

Back to C4 Position Descriptions