Help Wanted: Administrative Assistant for the Library and the Office of Institutional Effectiveness (OFINE)

PURPOSE: Provides administrative support for the Library and the Office of Institutional Effectiveness. Reports to the Seminary Librarian.

RESPONSIBILITIES AND DUTIES:

  • Serves as receptionist for the Seminary Librarian and the Director of OFINE, greeting and directing visitors, intercepting telephone calls when necessary, answering questions, etc.
  • Manages physical and digital files related to Library and OFINE administration
  • Assists with Library and OFINE communications, both general and accreditation-related
  • Assists with accounting and budgeting for the Library and OFINE by
    • collecting deposits and receipts, reconciling funds and directing them to the appropriate offices
    • managing petty cash, reviewing requests for reimbursement, dispersing funds, reconciling the petty cash balance and requesting replenishment as needed
    • monitoring Library and OFINE budgets, assessing expense account reports monthly and helping to prepare budget projections
    • monitoring supplies, equipment and furniture used by Library and OFINE staff, ordering supplies, equipment, and repairs when needed
    • helping to prepare the Library’s annual report and statistical reports/surveys for other agencies
  • Coordinates the acknowledgement of gifts to the Library, preparing thank you letters and internal paperwork
  • Coordinates the scheduling of classes, meetings and other events in Library spaces, working in collaboration with the Registrar, Library & OFINE staff, Hospitality staff, Admissions staff and others
  • Serves as liaison between Library/OFINE staff and Physical Plant staff, reporting problems related to the Library building
  • Assists with standard OFINE tasks including documentation of assessment, substantive change reporting, compliance certification reporting, site visit hosting, etc.
  • Assists with the reception and processing of doctoral projects and other internal documents
  • Assists with other duties as assigned by the Seminary Librarian, in collaboration with the Director of OFINE.

KNOWLEDGE AND SKILLS:

·        Relevant work experience

·        Excellent communication skills.

  • Excellent working knowledge of Windows, MS Office Suite; Adobe Acrobat preferred.
  • Bookkeeping and budget preparation experience.
  • Self-directed, with strong initiative and problem-solving skills
  • Experience in organizing events, meetings, workshops, orientations, receptions, etc.

·        College education preferred.

WORKING CONDITIONS AND BENEFITS:

This is a full-time support staff position with benefits, based primarily on the Richmond Campus, and may require some weekend and evening hours. Hours are generally 8:30 a.m. to 5:00 p.m.

STATUS: Non-Exempt

The position begins April 15.

Applications will be reviewed beginning March 18.

Cover letters and resumes should be sent to Christopher Richardson, Seminary Librarian crichardson@upsem.edu