AMVETS Jobs

OFFICE SUPERVISOR/LIBRARY

Position Number: S-3585

Position Summary:

The office supervisor for the Dean of University Libraries is responsible for coordinating administrative functions for the Dean of University Libraries, Associate Dean of University Libraries, Director of the Clarke Historical Library, and the Libraries Art Coordinator. The office supervisor performs complex and varied duties that require a high degree of decision-making, problem-solving, confidentiality, and autonomy. This position interprets university and library policies and procedures governing work performed within the Dean's Office and maintains current knowledge of administrative best practices and technologies. 

Required Qualifications:

Associates degree (preferably in business studies or related field) or an equivalent combination of education and experience. Three years of professional experience working in an office setting. Two years of supervisory experience. Ability to oversee and perform secretarial and/or clerical duties for unit assigned. Ability to maintain complete, accurate, and current financial records for assigned area. Strong computer skills and experience with MS Office applications, especially Word and Excel. Experience working with mail merge and mass mailings. Demonstrated ability to manage multiple projects and meet deadlines. Demonstrated organizational skills with strong attention to details. Ability to manage complex schedules. Ability to compose accurate minutes for committee meetings. Ability to compose general business correspondence documents. Demonstrated positive interpersonal skills. Demonstrated ability to communicate effectively and project a positive image. Demonstrated sensitivity to university and organizational concerns, issues, and policies as well as the ability to maintain confidentiality and uphold privacy laws. Ability to perform the essential functions of the position with or without reasonable accommodation. 

Preferred Qualifications:

Familiarity with the organization and function of an academic office or library. Experience using software tools/platforms such as SAP , ImageNow, MS Outlook, MS Access, SharePoint, donor management systems, and blog and website software. Experience with event/program planning and implementation. Experience supporting donor development activities. Experience with faculty personnel processes. 

Duties & Responsibilities:

Performs complex and varied supportive duties for senior-level library administrators. Supervises and directs the work effort of assigned office professional staff and student(s), including orientation, training, establishing policies and workflow procedures, scheduling, oversight for daily operations of the dean's office, direction and management of special projects, and time approval. Supports faculty endeavors by managing the workflow for reappointment, tenure, promotion, professor salary adjustments, and sabbatical leave application materials ensuring deadlines are met. Maintains and monitors the library faculty commencement rotation schedule. Serves on Libraries committees as a member, leader, and event coordinator. Provides administrative support to assigned committees (e.g. Dean's Advisory Council, Academic Senate Library Committee, and Book Recognition Committee), which includes scheduling, event coordination, drafting minutes, and communications. Assists with the hiring process for library faculty and professional and administrative employees. Coordinates travel arrangements, accommodations, and meals with attention to dietary needs. Communicates with candidates regarding travel, reimbursement, and scheduling details. Serves on hiring committees when requested. Handles administrative onboarding for all new Libraries employees. Performs or assists with tech