Administrative Assistant - Theology and Ministry Library

Boston College • Chestnut Hill, MA

2d • Onsite

About The Position

Boston College Libraries seeks an Administrative Assistant to provide high-quality administrative support and event coordination for the Theology and Ministry Library (TML), a special library supporting the Clough School of Theology and Ministry and St. John’s Seminary, and the Catholic Religious Archives (CRA), a new repository opening in the summer of 2026 that is dedicated to preserving the records of congregations of men and women religious. The Administrative Assistant provides critical support to the TML and CRA, including overseeing the maintenance and scheduling the use of the facilities, giving logistical support for all event programming, and assisting with the TML’s circulation and other library access-related services. The Administrative Assistant also performs a variety of administrative tasks to support the operations of the CRA and purchases all supplies for both institutions.

Requirements

• High school degree
• Excellent oral and written communication skills
• High degree of proficiency in Microsoft Office and Google Suite programs, especially Excel and/or Google Sheets
• Experience with budget and/or personnel management systems
• Strong organizational and problem-solving skills
• Ability to work independently as well as part of a team
• Flexibility and ability to adapt to a changing environment

Nice To Haves

• Bachelor's degree

Responsibilities

• Schedules the use of space in the TML and communicates with other departments about room reservations.
• Coordinates all logistics for exhibits, speaker panels, conferences, and other special events for the CRA and the TML.
• Liaises with other BC departments and maintains documentation for event planning-related procedures.
• Assists with scheduling, travel arrangements, and expense reports for the Director of the CRA.
• Processes weekly payroll in Kronos for CRA student employees and temporary staff.
• Assists with maintaining the TML website.
• Orders supplies, “swag”/giveaways, and Eagle Print jobs using procurement credit cards for the TML and CRA.
• Makes hospitality arrangements for students during finals, and for TML and CRA social events.
• Reconciles credit card and bank account statements for both the TML and the CRA.
• Issues budget reports to the Head Librarian of the TML and the Director of the CRA.
• Helps staff the TML circulation desk.
• Logs TML circulation statistics.
• Assists with the inventory of the off-site collection of TML materials.
• Runs reports in Alma Analytics related to a variety of library operations.
• Oversees the inventory of TML and CRA technology.
• Submits work orders to Facilities and Technology Consultants.
• Maintains key inventory and facilitates building access.
• Assists with environment monitoring, emergency-readiness, signage, and issues related to building accessibility.
• Responsible for all mailing and shipping activities related to the TML and the CRA.
• Provides assistance to CRA researchers as needed.
• Maintains documentation.
• Serves as the representative to the BC Libraries’ Outreach Task Force for the TML and the CRA.

Benefits

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED