Senior Administrative Assistant

Tulane University•New Orleans, LA

About The Position

Provides high-level administrative and clerical support for the operational activities of the Dean’s Office at the Howard-Tilton Memorial Library. The position serves as the first point of contact and primary information resource for front desk phone calls and walk-in inquiries for the administration office, providing professional, knowledgeable, and welcoming service. This position plays a critical role in supporting the Dean and library leadership team by managing complex administrative functions and ensuring the smooth and efficient operation of the libraries. Responsibilities include coordinating schedules and appointments; preparing correspondence, presentations, reports, and other administrative documents; maintaining accurate and well-organized files; and overseeing all travel planning and logistics for the Dean. Supports the Dean in managing donors’ relationships. This role oversees logistics and execution of all-staff employee engagement events and coordinates logistics for both in-person and virtual meetings and events held within the library, as well as library-sponsored events across campus. In addition, the role manages inventory and purchasing processes, including tracking and maintaining office supplies, and administers the Faculty Study Program. Works closely with other administrative staff to support the facility’s needs, purchasing activities, and human resources-related tasks as needed, contributing to the overall effectiveness of library operations.

Requirements

High School Diploma or Equivalent
5 years of secretarial or administrative experience
Strong organizational, interpersonal, and written and oral communication skills.
Documented proficiency with standard office software (e.g., MS Office Suite, Teams, Zoom).
Proven ability to work both as part of a team and independently.
Strong customer service skills.
Proven ability to manage multiple tasks simultaneously, work efficiently under pressure and be flexible when necessary.
Ability to learn new systems.
Ability to maintain confidentiality in all work performed.
Ability to function fully and competently at technology competency Levels I and II as outlined in HTML Core Technology Competencies for Employees.

Nice To Haves

Academic library and/or university experience.
Experience with student workers.
Familiarity with Tulane systems for payments, operations, and other functions.

Responsibilities

Serves as the first point of contact and primary information resource for front desk phone calls and walk-in inquiries for the administration office.
Coordinates schedules and appointments.
Prepares correspondence, presentations, reports, and other administrative documents.
Maintains accurate and well-organized files.
Oversees all travel planning and logistics for the Dean.
Supports the Dean in managing donors’ relationships.
Oversees logistics and execution of all-staff employee engagement events.
Coordinates logistics for both in-person and virtual meetings and events held within the library, as well as library-sponsored events across campus.
Manages inventory and purchasing processes, including tracking and maintaining office supplies.
Administers the Faculty Study Program.
Works closely with other administrative staff to support the facility’s needs, purchasing activities, and human resources-related tasks as needed.