Administrative Assistant, Macdonald-Kelce Library Job at University of Tampa in

Overview

The Macdonald-Kelce Library at The University of Tampa has an opening for an Administrative Assistant. This position is responsible for performing technical and/or supervisory tasks within the library. Under general supervision, the position will exercise considerable initiative and independent judgment performing public service and/or technical processing activities.

Responsibilities

• Maintain shared network folders with library-specific information on the University server. Maintain files for correspondence, master forms including calendars and fact sheets as well as other transactions.


• Responsible for ordering (through online and requisition) and maintaining office supplies for library staff within budgetary restrictions. Order printer supplies for library patron usage.


• Process maintenance work orders for a 47,000 square foot building and an offsite building, and follow up until completion. Monitor yearly calendar of maintenance activities and submit work orders when needed.


• Monitor specific budget accounts. Provide reports to Library Director on supply orders and other budget reports as requested.


• Utilize the HR system during student worker hiring, including the initiation for the replacement or additional positions, create job requisitions, interview scheduling, and serving on hiring committees. Attend hiring training annually. Track all student assistant hours and timecards. Manage student assistant schedules.


• Maintain computer database of library personnel and student assistants. Coordinate student employment paperwork for all student assistants making sure all necessary documents for employment have been completed and/or updated.


• Complete onboarding process and training of new employees, both staff and student assistants.


• Maintain records for staff computers and loaner laptops.


• Function as emergency coordinator for the department including but not limited to supplies, phone trees and committees.


• Generate signs and posters for library functions using graphics software such as Adobe Publisher and Canva.


• Report problems for microfilm machines, water dispensers, etc., to appropriate service companies. Create IT tickets for internal machines such as computers and telephones.


• Monitor the Macdonald-Kelce Library e-mail accounts.


• Maintain records for all keys assigned to the library.


• Maintain library phone trees of all staff office phones and locations.


• Report monthly updates for library hours and other changes as necessary. Post schedule of hours and notify campus of monthly operating hours. Communicate with staff by voice mail (deadlines etc.).


• Act as initial point of contact in conjunction with circulation staff, taking messages and scheduling appointments as necessary.


• Maintain the library calendars of schedules and events and inform appropriate personnel and entities. Create monthly hours calendars for the library and weekly calendars for the classrooms.


• Manage inventory of items outside of library collections and maintain records in conjunction with Central Receiving and Financial Management.


• Assist with providing coverage at the Circulation desk as needed.


• Coordinate staff travel arrangements; conferences, hotels, etc.


• Attend University events on behalf of the library. Represent the Library by setting up booths and distributing promotional materials.


• Other related duties as assigned.


• Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures and backgrounds.

Qualifications

• High School Diploma or equivalent required. Two years of college preferred.


• Minimum three (3) years administrative support experience in an academic office environment.


• Minimum three (3) years' experience in handling budgeted accounts.


• Minimum three (3) years' experience dealing with vendors and ordering.


• Experienced in Microsoft Office to include Excel and Access for reporting purposes.


• Excellent interpersonal skills.


• Integrity. Ability to handle confidential/sensitive information with discretion.


• Excellent verbal, written and organizational skills.


• Ability to work with vendors to include ordering.


• Ability to handle maintenance of office machines.


• Experience maintaining calendars and scheduling.


• Knowledge of or the ability to learn quickly The University of Tampa software programs such as Workday and Microsoft Office.


• Willingness to embrace new technologies and innovative organizational practices.

Required Attachments

• Cover letter


• Resume

Work Schedule

Monday-Friday, 7:30 a.m. to 4:00 p.m. Summer: Monday-Thursday, 8:00 a.m. to 5:30 p.m. Occasional evenings and weekends may be required.

How to Apply

To apply, visit the following Workday link: https://utampa.wd1.myworkdayjobs.com/en-US/Staff/job/Tampa/Administrative-Assistant--Macdonald-Kelce-Library_R0009802-1.