LIBRARY - Admin Asst JW Library

Job Classification

  Hourly Full-time (35-40)

Position summary

The Administrative Assistant to the Dean provides essential support to the Office of the Dean through conventional office management responsibilities, serves as the library HR, assists with budget management and record-keeping, coordinates the documentation for assessment, performs routine facility management functions, and other duties as assigned.

Qualifications summary

Excellent organizational, management and editorial skills are required.  Exceptional people skills are required. Proficient in Microsoft Office Suite, Google, Zoom, Springshare, and other software as required.  Proficient in basic accounting.  

Education:  Four-year college degree with an emphasis in business studies or equivalent 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

Primary Reception and Executive Duties:

Serves as the assistant to the dean by performing the following duties under the direction of the Dean of Libraries:

• Greets and attends to visitors, students, faculty and staff who come into Dean’s office and follows through with requests and research, which includes a good knowledge of building and personnel in building and around campus


• Prepares agendas, records, notices, handouts, minutes and resolutions and serves as recording secretary for the Dean’s Advisory Team, Assessment Committee, Student Employment Committee, and the James White Library Faculty/Staff meetings


• Schedules library committee meetings.  Prepares and disseminates agendas and minutes. 


• Sets up Ad Hoc committee meetings as directed by the dean.


• Works with Provost’s office to update University Standing Committee list.  Includes on JWL agenda the members whose terms have expired.  After new list is generated, ensures that all committee appointments are scheduled on dean’s calendar


• Maintains and updates AU and JWL Directory and keeps library faculty list current in the Provost’s office and CAS dean’s office


• Coordinates office correspondence - sorts, reads and routes incoming mail.  Locates and attaches appropriate files, where relevant, and forwards to dean.  Prepares outgoing mail and correspondence, including e-mail and faxes, and updates electronic and paper bulletin boards


• Coordinates library social events and acknowledgment of significant events in the lives of faculty and staff.


• Submits names of students for awards such as the DeHaan Award.

Primary Duties for Office & Facilities Management

Manages a variety of general office activities by performing the following duties personally or through student workers:

• Assists in the planning of programs, events, or conferences by arranging for facilities and caterer, issuing information, announcements, and invitations, preparing agenda, and monitoring attendance


• Organizes and oversees office operations and procedures such as scheduling appointments for the dean, purchasing supplies, maintenance of files, and other clerical services


• Maximizes office productivity through proficient use of appropriate software applications, including Microsoft Word, Outlook, PPT, and Excel


• Reads through and routes various e-mail messages explaining administrative procedures and policies to supervisory workers, support staff, and faculty and monitors compliance


• Researches and develops resources that create a timely and efficient workflow


• Maintains contact with university and community clients


• Liaises with building technology support staff to assist faculty and staff with technology issues


• Acts as liaison to Plant Administration, including Custodial Services and Plant Services


• Reports maintenance problems to Plant Services


• Reports major cleaning needs to Custodial Services


• Maintains records of work orders completed


• Serves as back up for S-2 electronic door access

Primary Duties for Assessment

Assists the dean with JWL data collection and presentation of assessment reports.

Primary Duties for Library HR and Budget Management:

Manages personnel and financial activities of the James White Library by performing the following duties under the direction of the Dean of Libraries:

• Serves as HR director for library and liaison with Andrews’ Human Resources department. Onboards and maintains all records for student assistants (70 to 100 students at any given time). 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. Requests student evaluations from supervisors and processes student raises. Processes student and hourly staff terminations. Co-coordinates the orientation class for student assistants. Works with Student Employment committee to prepare student handbook and staff policies for hiring


• Monitors and processes James White Library financial transactions including processing IDCs, check requests, expense reports, travel authorizations, etc.


• Monitors fiscal year student labor spending. Helps prepare student labor budget for all library departments.


• Submits time through the online payroll system for James White Library students and hourly staff


• Monitors James White Library budget lines from monthly organizational report for James White Library operating and restricted accounts to ensure accounts are within budget limits


• Prepares inter-departmental charges to correct inaccuracies and overages in budget lines


• Follows-up and facilitates solutions to problems involving Banner entries, payroll, reimbursements, and any other financial areas


• Prepares reports which summarize financial activity and financial position in areas of income and expenses


• Assists dean in entering and making changes in the fiscal year budget software and accompanies dean to budgeting meetings with Provost.


• Prepares reports required by university, accreditation and other regulatory agencies


• Establishes relations and works with university financial personnel


• Corresponds with library donors

Supervisory responsibilities

Supervises student assistants in the dean's office.

Qualifications

Excellent organizational and management skills are required. Excellent editorial skills are 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 develops basic information literacy competence.


• Develop 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; Springshare 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

Proficient in Microsoft Office Suite, Google, Zoom, Springshare, and other software as required.  Proficient in basic accounting.  

 

Interpersonal interactions

Greets and attends to visitors, students, faculty and staff who come into Dean’s office.

The Office manager has written, in-person and virtual 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.

Intercultural competence required.

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, and traffic from students and staff moving through the open office area.