Administrative Assistant for Penrose Library

Whitman College • Walla Walla, WA

11d • Onsite

About The Position

The Library Administrative Assistant provides technical, clerical, and administrative support to the College Librarian. This position manages fiscal operations, building and equipment maintenance, staff scheduling, inventory control, student employees, and special events, while serving as a key point of contact for internal and external stakeholders. This position reports directly to the College Librarian.

Requirements

• Strong oral and written communication skills; ability to maintain professional, diplomatic relationships across campus and with external stakeholders.
• Ability to actively and positively contribute to the college’s core values of diversity, equity, inclusion, antiracism and access.
• Proficiency in standard office software applications and willingness to learn specialized library and college systems.
• Understanding of basic accounting principles and fiscal control processes.
• General office skills, including proofreading, spelling, grammar, and business correspondence.
• Advanced organizational skills, strict attention to detail, and effective time management to meet deadlines under pressure.
• Ability to prioritize tasks, adapt to interruptions, and maintain workflow efficiency.
• Capacity to plan and supervise work of others; independent judgment and problem-solving required.
• Working knowledge of library organization, practices, and procedures, as well as college policies related to finance, HR, and academics.
• Flexibility to address unforeseen issues, exercising independent judgment within established guidelines.
• Ability to sit for extended periods and perform intensive keyboarding.
• Ability to drive to perform responsibilities off campus.
• Strong organizational skills, discretion, and ability to maintain confidentiality.
• Ability to adapt to changing priorities.
• Associate’s degree.
• 3+ years of administrative support experience.
• Must possess a valid driver’s license and meet one of the following criteria: be at least 18 years old with 2 years of driving experience and complete a driver improvement course, OR be at least 19 with 3 years of experience and successfully pass a motor vehicle report (MVR) check.
• OR a combination of relevant experience, education and training.

Nice To Haves

• Experience working in a library.

Responsibilities

• Serve as the primary administrative support for library operations, including reception duties (answering phones, greeting visitors) and processing correspondence.
• Maintain and archive print and digital files.
• Schedule meeting rooms, coordinate recruiting processes, and support onboarding/orientation.
• Provide administrative support to the College Librarian, including meeting scheduling, taking minutes, special projects, and file maintenance.
• Provide administrative support for library staff as needed.
• Compile and maintain monthly and annual statistics for reports.
• Coordinate travel schedules, reimbursements, and related documentation for staff, job candidates, and visitors.
• Assist with planning, budgeting, and logistics for special events, including library staff milestones and staff room coordination.
• Monitor library budgets and expenditures, ensuring accuracy and compliance.
• Reconcile monthly expenditures and credit card reports.
• Manage purchasing processes, including negotiating pricing, placing/receiving orders, and routing invoices for payment.
• Handle cash deposits from library sales and services.
• Coordinate building maintenance, custodial services, and repair needs.
• Serve as liaison between the Library and Whitman maintenance/custodial staff.
• Ensure equipment is in proper working order; arrange service when needed.
• Maintain library-owned equipment inventory.
• Coordinate with WCTS for hardware/software purchases and computer repairs.
• Coordinate the hiring process for student library employees, including posting notices and supporting department supervisors.
• Monitor student employee staffing levels and wage budgets.
• Provide initial orientation and training for new student employees.
• Assist with development of evaluations and other support services for student employees.
• Hire, train, and supervise a student assistant for routine office duties.
• Act as point of contact for student and non-library staff requests for library use, displays, and exhibits.
• Support processes for receiving honors theses and coordinate logistics with reference librarians.
• Serve as primary contact for external vendors and service personnel.

Benefits

• Medical/Dental/Vision Insurances.
• Basic life , accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.
• 403(b) Defined Contribution Retirement Plan with a matching contribution after eligibility requirements ar e met.
• Paid Time Off: 20 accrued vacation days , 12 accrued sick days , 13 paid holidays .
• Tuition Remission – Dependent Children Employee tuition waiver for two Whitman courses per semester.
• Employee Assistance Program
• Relocation assistance for eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree