Staff Assistant to the Dir of Library Svs/RS

Full time position, 35 hours/week, working within a team environment under the general supervision of the Director of Library Services and the Chairperson of Theology, History, Languages and Art Department. This position provides assistance and support to the Director, librarians, and staff in the areas of budgeting, accounts payable, purchasing, coordination of personnel, facilities management, routine office management, and public access to Archives. This position also supports the Theology, History, Languages and Art Department 1.5 days per week.

Essential Functions:

Library Responsibilities:

• Assist the Director and Archivist with all functions required of those offices.
• Assist Librarians in the achievement of departmental goals: their work with campus committees, professional associations, and other essential duties.
• Collate and maintain assessment data.
• Manage preparation and verification of monthly invoices for library and archives.
• Maintain and update the library budget reconciliation files.
• Provide budget information to the Director and librarians.
• Assess building condition and generate maintenance requests for the entire building (including other offices house in the library).
• Maintain service contracts with outside vendors.
• Collect, record, and transfer to finance office all monies received.
• Order office, library, and archival supplies and equipment from campus and outside sources.
• Assist the Director in creating and maintaining librarian, library staff, and reference desk scheduling.
• Serve as primary point of contact for On Call Librarians.
• Assist search committees by scheduling interviews and generating follow-up correspondence.
• Schedule library events; assist in preparation for meetings.
• Serve as primary contact point for Library Director’s Office: in person, by phone, and email.
• Provide staff assistant services; reception, telephones, appointments, correspondence, faxes, and sort mail.
• Make travel arrangements for staff members attending conferences and workshops.
• Maintain accurate and current filing system.
• Provide access to Archives.
• Serve as Building and Fire Marshal for the library.
• Capable of lifting up to 10 pounds, occasionally lifting and/or carrying small items (files, manuals, binders), ability to push a book truck.
• Participate in team meetings and projects.
• Integrate the core values of respect, compassion, integrity, justice, and service in all aspects of interaction.
• Perform other duties as assigned.

Theology, History, Languages and Art Responsibilities:

• Assist the Chair with all functions required of that office.
• Assist Chair with the achievement of departmental goals: their work with campus committees, professional associations, and other essential duties.
• Collate and maintain assessment data.
• Maintain budget information and construction of annual budget with the Chair.
• Assist faculty as needed.
• Maintain accurate records regarding schedules, course programs, student achievements, and other filing duties.
• Assist with planning, scheduling, and preparation of department meetings and projects.
• Provide a welcoming reception to all guests of the department, in person and through other means of communication.
• Assist with all mailings and public relations for the department.
• Integrate the core values of respect, compassion, integrity, justice, and service in all aspects of interaction.
• Perform other duties as assigned.

Qualifications:

• High school diploma (some college preferred)
• Accounts Payable/Financial Experience
• Excellent computer skills; including strong working knowledge of MS Office, especially MS Excel
• Detail oriented with ability to handle multiple priorities.
• Excellent interpersonal, communication, and organizational skills.
• Ability to work independently within a team-based environment.
• Familiarity with office procedures and routines; ability to operate standard office equipment.
• Library experience is desirable, but not required.

**MUST BE US WORK AUTHORIZED**