Administrative Assistant - Library

Company: Indiana University
Location: Kokomo
Posted on: January 10, 2022

Job Description:

DepartmentLIBRARY (KO-LIBR-IUKOA) Job Summary Department-specific Responsibilities: Perform administrative functions/duties for Library including typing departmental and dean correspondence, filing, answering telephone and maintaining departmental records. Process, copy and mail thank you letters for Library donations. Prepare, process and document t ravel request, a uthorization and reimbursement forms for all Library personnel. Schedule Information Literacy Classrooms and student study rooms. Take meeting notes for Library staff and faculty meetings and other meetings as needed. Email notes to attendees - send draft for review and feedback, then final notes. Prepare, process, maintain and review all purchase requisitions for the department. Electronically order items from vendors and office supplies found within the KFS purchasing system for all L library staff. Check for accuracy and completeness of all incoming orders and distribute orders to respective areas. Maintain, track and balance departmental budgets against IU Statement of Accounts, reconcile the two; keep dean informed as to status of each account. Manage travel budget allocations and track expenditures for library faculty. Plan and schedule Library luncheons, celebrations and events. Collect Library statistics including, but not limited to, headcounts and room usage. Prepare statistical reports for the dean at the end of the fiscal year and the calendar year, and as requested. Monitor building structure and contents, report needed repairs and maintenance to Physical Plant. Maintain inventory of Library equipment and furniture. Create, correct, update and post temporary signage throughout the Library building, including exceptions to Library hours. Perform other related duties as assigned. General Responsibilities: Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy. Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports. Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately. Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses. Participates in the development and implementation of administrative standards, policies and practices for the organization. May perform other duties related to maintaining an internal website and/or working with social media. QualificationsEDUCATIONRequired High school diploma or GED.PreferredBachelor's degree.WORK EXPERIENCERequired 2 years of relevant experience.PreferredBudgeting experience.SKILLSRequiredDetail-oriented and able to perform at high rate of accuracy.Demonstrated ability to maintain confidential information.Strong communication and interpersonal skills.Demonstrates excellent judgment and decision making skills.Ability to simultaneously handle multiple priorities.Maintains composure under pressure.PreferredExperience with MS Office products.High degree of comfort with constant change and ambiguity.Working Conditions / DemandsThis role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.Work LocationKokomo, IndianaJob ClassificationCareer Level: IntermediateFLSA: NonexemptJob Function: General AdministrationJob Family: Administrative SupportClick here to learn more about Indiana University's Job Framework.Posting DisclaimerDue to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time. This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.If you wish to include a cover letter, you may include it with your resume when uploading attachments.New employees will be provided with information regarding Indiana University's COVID-19 vaccine policy, which includes the opportunity to request an exemption. To learn more, view our COVID-19 vaccine information page.Equal Employment OpportunityIndiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.Campus Safety and SecurityThe Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at or by visiting IUPD.Contact UsRequest SupportTelephone: 812-856-1234

Keywords: Indiana University, Kokomo , Administrative Assistant - Library, Administration, Clerical , Kokomo, Indiana