Libraries' Administrative Assistant Jobs

Department: University Libraries, Human Resources and Administration Office, Non-exempt, MR04

Position Summary

This position exists to perform advanced administrative services to the Dean of University Libraries, two Associate Deans, two Assistant Deans, and Human Resources & Administration Manager. Additionally, this position serves the library department heads and staff by managing the daily activities of the Libraries' HR and Administration Office. This role serves as the dean's primary contact on delivering information on his behalf to the approximately 150 staff & faculty and 100 student library assistants who work in the libraries, the teaching faculty, deans across campus, university administration as well as a multitude of libraries in this state and nation who contact us for information or services.

This position serves as a representative of the HR & Administration Office and must be dependable, organized, able to prioritize and multitask, attentive to detail, flexible, and able to anticipate the needs of the Dean, Associate Deans, Assistant Deans, and Human Resources & Administration Manager. This position plays an important role in promoting a positive imagine for UT Libraries and must represent the Libraries' with professional poise, consideration, and helpfulness to all. This position is the first person a visitor, donor, student, faculty or staff sees when they enter the office. The decisions made in this role impact the library administrators as well as the campus.

Job

Other Admin Asst/Secr/Clerical

Primary Location

US-Tennessee-knoxville

Organization

Library

Schedule

Full-time

Campus/Institute

Knoxville

Job Posting

Jul 17, 2023, 8:32:48 PM

Responsibilities

• Manage office supply inventory and order supplies as needed
• Serve as communications liaison between library administrators and members of the library staff, patrons, donors, visitors, other university administrators as well as many contacts across the state and country.
• Reviews & balances bi-weekly & monthly payroll
• Serves as departmental IRIS reviewer for HR workflow
• Other duties as assigned
• Creates and maintains libraries administration & faculty on SharePoint sites & libraries Teams sites for Libraries HR and Administration.
• Completes copier meter reading each month.
• Schedule twenty plus (Dean, 2 Associate Deans, 2 Assistant Deans, and 23 department head, directors and managers calendars in Outlook.
• Administrative Support
• Coordinate travel arrangements for library guests and candidates selected for on campus interviews.
• Serves as the primary contact for keys and access codes to the building.
• Assists with employee engagement:
• Manages and assists with Dean sponsored events as needed.
• Develops a digital filing system and record management for Libraries Administration.
• Provide advanced administrative support for the Dean of Libraries, two Associate Deans of Libraries, 2 Assistant Deans, Dean's Direct Reports, Libraries Advancement, and HR & Administration Manager. As well as other Library faculty and staff consisting of a diversified variety of tasks.
• Manages, reviews, and approves room reservations in 25Live
• Serves as motor pool & parking representative.
• Coordinates with Special Events Coordinator to support library events and activities both in-house and campus-wide.
• Travel Support
• Assist Associate and Assistant Deans with travel as needed.
• Coordinate, manage, and execute travel arrangements for the Dean including preparing & processing travel expense reports.
• Operations Support
• Manages executive teams' meetings and attends monthly meetings.
• Maintains confidentiality of privileged and/or sensitive information.

Qualifications

Required

• High school diploma or GED with two years of relevant experience

Bachelor’s degree if no experience

Excellent oral, written, and interpersonal communication and customer service skills

Excellent organizational and time management skills with demonstrated ability to prioritize, multi-task and meet multiple deadlines.

Demonstrated attention to detail.

Ability to exercise good judgment, confidentiality, and discretion in the performance of all work assignments.

Ability to develop and maintain positive working relationships with diverse audiences including administrators, faculty, staff, students, and stakeholders.

Demonstrated ability to exercise initiative for problem solving.

Ability to adapt to shifting priorities.

• Ability and willingness to learn new skills as necessary.
• Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint, Teams, SharePoint)

Preferred

• Experience working in a University environment
• Knowledge of University policy and procedures
• One year of experience relevant to the position
• Experience working with IRIS (SAP)
• Associate's degree or bachelor's degree
• Skilled in Adobe Creative Suite (Acrobat Pro, Photoshop, Illustrator, Publisher), Canva, or Zoom

The UT Libraries champions diversity in collections and staffing. The University of Tennessee is committed to creating a welcoming environment. More information about how we put our principles of civility and community into action is available at https://www.lib.utk.edu/diversity/ .

Application Procedures

A background check is required prior to hiring.In order to be considered for candidacy, you must submit a cover letter addressing the above qualifications and a current resume.