Administrative Assistant to the Library Dean - (Administrative Analyst/Specialist, Non-Exempt Range 1) - Library Administration

Library Administration • San Francisco, CA

6d • Onsite

About The Position

Reporting to the Library Dean, this position provides support to the Library Administration office, including coordinating and overseeing preparations for library-hosted events and meetings, maintaining and updating administratively generated information in Box, preparing HR related forms, monitoring the Libadmin email account, recording absences on the Libadmin Outlook calendar, and reviewing Absence Management. Also oversees access to the library’s reservable rooms. Additionally, takes the lead on purchasing supplies and other non-collections related purchasing and payments.

Requirements

• Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods.
• This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Working knowledge of general practices, program, and/or administrative specialty.
• Basic knowledge of and ability to apply fundamental concepts.
• Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

Nice To Haves

• Thorough knowledge of University and Library policies/procedures related to library faculty personnel, travel, hospitality, and other administrative procedures.
• Ability to use broad range of technologies including the Microsoft Office Suite.
• Ability to make decisions following established guidelines and to draw on experience when choosing between options.
• Must be able to work independently without supervision.
• Ability to research, interpret, communicate, and apply established guidelines, policies, and procedures.
• Ability to interact in a positive, friendly manner with a diverse community of library users.
• Excellent interpersonal and oral and written communication skills, and experience reaching out to and collaborating with others to problem solve and accomplish tasks.
• Demonstrated capacity for professionalism, responsiveness, and composure under challenging conditions.
• Ability to work effectively and collegially with students, faculty, and staff from diverse backgrounds.

Responsibilities

• Monitors the Libadmin email account and records absences on the Libadmin Outlook calendar using established protocols.
• Coordinates and oversees preparations for library events and meetings, including researching hospitality options; reserving, setting up, and initiating the clean up of reserved rooms; purchasing supplies and hospitality items; and initiating any necessary paperwork.
• Maintains and updates administratively generated information in Box.
• Takes notes at meetings of groups such as the Leadership Council and Library-wide meetings.
• Oversees and ensures the timely and accurate purchasing of supplies and other non-collections related purchases, following all applicable University policies.
• Assesses supply requests, identifying the best prices and bringing concerns about cost, quantity, and relevance to the attention of the appropriate administrator.
• Makes purchases with the appropriate procurement card (P-Card) for requested supplies and equipment, obtains approval by the appropriate administrator, and maintains records of credit card expenditures and purchase receipts.
• Submits monthly expenditure reports for library P-Card approver review.
• Monitors supply ordering budget, ensuring spending does not exceed budgeted amount and that supply spending expenses are shared with others working with library purchasing and budget.
• Makes travel arrangements for library employees and takes the lead on travel-related paperwork and payments/reimbursements.
• Serves as a backup for creating requisitions.
• Monitors room requests and responds to inquiries within a workday.
• At least once a week, physically assesses all mediated and unmediated reservable rooms for cleanliness and to ensure that the spaces are configured and equipped appropriately.
• Reports configuration, technology, custodial, and maintenance issues in reservable rooms to the Building Coordinator and the appropriate administrator, and submits service requests to Facilities Services and technology-related requests to AT as appropriate.
• Creates and keeps an inventory of furniture and equipment in library rooms and spaces.
• Participates in the collection and analysis of usage data of library spaces.
• Other duties as assigned

Benefits

• Medical
• Dental
• Vision
• Pension
• 401k
• Healthcare Savings Account
• Life Insurance
• Disability Insurance
• Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees