LIBRARY - Office Mgr JWL
Job Classification
Hourly Full-time (35-40)
Position summary
Administrative assistant to the Dean of Libraries and manages office functions of the library, including HR liaison.
Qualifications summary
Excellent organizational and management skills required. Excellent editorial skills required. Must have good communication and people skills. Ability to manage personnel. Proficient in Microsoft Office Suite and other software as required. Proficient in basic accounting. Bachelor’s degree preferred
Education: Four years of college with an emphasis in business studies or equivalent are preferred.
Library Knowledge: Some formal library science education or experience in library employment is an advantage.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
- Serves as receptionist for James White Library.Welcomes and assists patrons and visitors as necessary, includes providing information, answering and referring reference and other questions, and giving directions verbally or by escort.
- Performs and coordinates a full range of administrative duties for the Dean of Libraries, including preparing correspondence, scheduling appointments and maintaining the dean’s calendar, maintaining paper and electronic office files, answering telephone, assigning account numbers to invoices, IDCs, and receiving guests.
- Purchasing agent for general supplies, furniture, welcome gifts, bereavement gifts, library supplies, and other items as needed, including the two branch libraries.
- HR director for library and liaison with Andrews’ Human Resources department. Hires, trains and maintains all records for student assistants.Maintains confidential employment records of staff, faculty and students.Time Manager for James White Library, Center for Adventist Research, Music Materials Center, and Architecture Resource Center.Prepares weekly labor reports for departments and Dean, student raises , student evaluations, and student and support staff terminations.
- Serves as treasurer for library monies, including all cash income and petty cash disbursements.
- Sorts and distributes mail for all library departments.
- Oversees public photocopy accounts, including billing for special accounts.
- Schedules library committee meetings.Copies and distributes agendas and minutes.Takes minutes for support staff and full staff committee meetings.
- Schedules library classrooms and conference rooms.
- Prepares and distributes the library’s monthly statistical report.
- Co-coordinates the orientation class for student assistants.
- Serves on library committees as requested.
- Maintains the library’s hours line.
- Manages the library’s After Hours Service for Doctoral Students.Maintains list of those requesting the service and communicates with the students, building manager, and student security guards.
- Updates library signage and makes signs for special events, holidays, and closings.
- Assists Building Manager in upkeep and supplies for four copy machines.
- Maintains records and works with the Firms Department to bill members of the Adventist Libraries Information Cooperative (ALICE).
- Faxes material for staff.
- Reports repairs when building managers is not available.
- Corresponds with library donors.
- Provides library staff with Casts, campus phone directories, and school calendars.
- Maintains the library’s bulletin board including approval of posters and notices.
- Designs forms for library and staff use.
- Advises and clarifies university and library policies and procedures for library staff and gives assistance where appropriate.
- Supervises a student assistant or part-time staff.
- Helps prepare student labor budget for all library departments.
- Works with Student Employment committee to prepare student handbook and staff policies for hiring.
- Advisor to Library Staff and Faculty.
Supervisory responsibilities
Supervises student assistants in the dean's office.
Qualifications
Excellent organizational and management skills required. Excellent editorial skills required. Must have good communication and people skills. Ability to manage personnel. Proficient in Microsoft Office Suite and other software as required. Proficient in basic accounting. Bachelor’s degree preferred.
- Because of the diversity of Andrews students, faculty, and staff, develop cultural competence — loosely defined as the ability to understand, appreciate and interact with people from cultures or belief systems different from one's own.
Education: Four years of college with an emphasis in business studies or equivalent are preferred.
- Knowledge of the mission of an institution of higher education
- Knowledge of business and management practices
Library Knowledge: Some formal library science education or experience in library employment is an advantage.
- To better understand the mission of the library develop basic information literacy competence.
- Develop a knowledge of our library information systems and the role they play in the operation of the library. Examples include: III (Integrated, Interfaces, Inc.) and its public catalog, circulation, cataloging, and periodicals modules; OCLC, a global member-supported library cooperative, providing cataloging information, CLIO interlibrary loan software, and a union catalog; libguide software, the Digital Commons @ Andrews; the Adventist Digital Library, various online bibliographic databases, etc,
- Knowledge of the ALICE Consortium (Andrews bills members for the consortium); the operation of the Seventh-day Adventist Periodical Index Board (chaired by the JWL Dean).
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
Learns, uses, and maintains working knowledge of department equipment .
Knowledge of Libanalytics:
- Input information and retrieve reports
Knowledge of Google Analytics: how does this program interact with Libanalytics?
Back-up building manager
- Back-up for electronic lock system, program doors when hours change temporarily
- Back-up for adding student access to electronic doors
Interpersonal interactions
Greets and attends to visitors, students, faculty and staff who come into Dean’s office.
The Office manager has written, telephone and in-person contact with the following groups on a routine basis: vendors, repair people (both internal and external), employees of the library, employees of the university, students, and the general public.
Cultural competence required as noted above.
Physical demands
Works at a computer for long periods of time throughout the work day; walks, stands, and stoops when retrieving library materials; etc.
Work environment
The work environment is a heated and air-conditioned open office setting. There is moderate noise from office printers, traffic from student and staff moving through the open office area, and some conversations with patrons or colleagues. Books accumulate dust and can aggrevate allergies.