Administrative Assistant to the University Librarian, Colgate University, Hamilton, NY

Colgate University, a highly-selective residential liberal arts university, is a very special place to work. Comprised of a diverse, global group of individuals from local and worldwide communities, the quality of our staff is critical to preserving our high standards of education. To ensure that quality, we nurture an inclusive, collaborative culture, where each employee is treated as an important contributor, offer generous benefit packages and encourage staff wellness, learning and advancement. We offer staff virtually free opportunities to audit Colgate classes, as well as earn credits, and even a Colgate undergraduate degree. Our diverse, friendly staff can be found kayaking, paddle boarding and sailing on Lake Moraine, participating in outdoor recreation cooking or bouldering events, attending lectures and working out together at our state of the art gym facilities.

Working hours: Monday-Friday 8:30 a.m. – 5:00 p.m.

Job Description: Responsibilities include providing support and coordination for the daily and ongoing operations of the libraries administration office. Responsible for developing and carrying out work procedures and training others. Responsible for carrying out and distributing work to others, maintaining quality control and ensuring deadlines are met. 

Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the libraries; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of the libraries; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the libraries, which may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment. 

• Maintain library records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports. 
• Responsible for library communication to include: newsletters, posters, local signage, invitations, etc. 
• Responsible for all aspects of planning and execution of library events and functions, including travel arrangements. 
• Monitor library budgets and report on status, variances, and potential issues. 
• Monitor Case-Geyer building and responsible for building and/or room scheduling and service requests, as required, keeping ITS administrative assistant informed as appropriate.
• Primary liaison to Custodial Services, B&G, Campus Safety, Accounting, and Purchasing. 
• Maintains library statistics, working closely with the university librarian and library department heads, and supplies approved data to library and university surveys. 
• Responsible for oversight of work and/or schedules of student or casual wage employees, as assigned, including processing web time entry. 
• Responsible for library shelving and furnishings storage and salvage. 
• May be responsible for the timely and efficient execution of other responsibilities, special projects, committees and other work unique to the library, as assigned

Qualifications
A minimum of an Associate’s degree and three years of administrative experience is required, or a combination of education and experience from which comparable skills are attained. Flexibility and the ability to manage multiple tasks and priorities is crucial. Solid skills and experience in Microsoft Applications including Excel are critical as well as the ability to cull and consolidate data for reports. Excellent written communication and grammar skills and a high regard for detail are required. Capable of maintaining confidentiality when working with sensitive documents and information. Strong customer service experience is required and the ability to coordinate with multiple departments and diverse individuals across campus is critical. Prior experience with event planning including travel logistics, vendor management and event advertisements is required. Demonstrated experience in monitoring and preparing departmental budgets is required.

Additional Preferred Qualifications: 

• Demonstrated experience in monitoring a physical space including working closely with facilities, campus safety and IT staff to ensure optimal building functioning. 
• Demonstrated experience with centralized, online administrative systems such as Banner, Tableleau, etc. and Adobe, Photoshop or Acrobat are preferred. 
• Prior supervisory experience is preferred.

Application Types Accepted: General Application

Special Instructions to Applicants: It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation and gender identity and expression, genetic information, victims of domestic violence and stalking, familial status, and all other categories covered by recruitment, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation and selection for training at all levels of the employment. Colgate University is an Equal Opportunity Employer. Minorities/Females/Persons with Disabilities/Protected Veterans are encouraged to apply.

Apply Here: http://www.Click2Apply.net/gwb22cvyjk