University of Tampa is hiring: Administrative Assistant, Macdonald-Kelce Library

Overview

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

Responsibilities

• Maintain shared network folders with library information on the University server. Manage files for correspondence, master forms including calendars and fact sheets, and other transactions.
• Order and maintain office supplies for library staff within budget; order printer supplies for library patron usage.
• Process maintenance work orders for the library facilities and monitor annual maintenance calendar, submitting work orders as needed.
• Monitor specific budget accounts and provide reports to Library Director on supply orders and other budget items as requested.
• Utilize the HR system for student worker hiring, including creating job requisitions, interviewing scheduling, and serving on hiring committees. Attend annual hiring training. Track student assistant hours/timecards and manage schedules.
• Maintain computer database of library personnel and student assistants; coordinate employment paperwork and ensure all documents are complete and updated.
• Complete onboarding and training of new employees (staff and student assistants).
• Maintain records for staff computers and loaner laptops.
• Serve as emergency coordinator for the department (supplies, phone trees, committees).
• Generate signs and posters for library functions using graphics software (e.g., Adobe Publisher and Canva).
• Report problems for equipment (e.g., microfilm machines, water dispensers) and create IT tickets for internal devices.
• Monitor the Macdonald-Kelce Library email accounts.
• Maintain records for all keys assigned to the library and staff phone trees for office phones and locations.
• Provide monthly updates on library hours and changes; post schedule of hours and communicate with staff by voicemail as needed.
• Act as initial point of contact with circulation staff, taking messages and scheduling appointments as necessary.
• Maintain library calendars of schedules and events; inform appropriate personnel; create monthly hours calendars and weekly classroom calendars.
• Manage inventory of items outside of library collections and coordinate with Central Receiving and Financial Management.
• Provide Circulation desk coverage as needed.
• Coordinate staff travel arrangements (conferences, hotels, etc.).
• Represent the library at University events; set up booths and distribute promotional materials.
• Perform other related duties as assigned.
• Contribute to a work environment that encourages knowledge of, respect for, and development of skills to engage with people of diverse cultures and backgrounds.

Qualifications

• High School Diploma or equivalent required; two years of college preferred.
• Minimum three (3) years of 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.
• Proficiency in Microsoft Office, including Excel and Access for reporting.
• Excellent interpersonal, verbal, written, and organizational skills.
• Integrity and ability to handle confidential/sensitive information with discretion.
• Ability to work with vendors for ordering; maintain calendars and scheduling.
• Knowledge of or ability to learn The University of Tampa software programs (Workday, Microsoft Office).
• Willingness to embrace new technologies and innovative 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.

Benefits

• Great benefits including paid leave, health options, and on-campus amenities.

How to Apply

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

Copyright 2025 Jobelephant.com. All rights reserved. This description is generic in nature. It is not to determine specific duties and responsibilities for any particular position. Essential functions and overtime eligibility may vary based on the specific task assigned to the position.