Executive Assistant, Collier LIbrary & Information Services
Executive Assistant, Collier LIbrary & Information Services
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Job openings are posted for a minimum of seven days. This job may be removed from posting boards and filled any time after the minimum posting period has ended. The posted salary and/or position title may be adjusted dependent on the successful candidates education experience and unique qualifications as they relate to the position.
Description
This position primarily provides executive-level support to the University Librarian. Responsibilities include assisting library faculty and staff when appropriate; independently performing a variety of administrative tasks; providing assistance in the day-to-day administration of the library including correspondence purchase orders invoices and other communication needs; maintaining responsibility for all recordkeeping of budgets; coordinating employment for student assistants for the library; and maintaining inventory records maintenance contracts and files.
Essential Job Duties
- Answer phones provide assistance respond to office email and greet visitors;
- Perform day-to-day problem-solving for all aspects of the office including incoming calls from faculty staff applicants students and community members;
- Maintain supervisors schedule;
- Make travel and lodging arrangements;
- Handle administrative problems that do not require the attention of supervisor;
- Process purchase orders disbursement requisitions and monitor budgets;
- Assist with balancing and managing accounts in an online system;
- Type letters reports memoranda and special reports;
- Answer library telephone and refer calls to appropriate departments;
- Manage supply inventory order supplies as needed input work order requests for IT and facilities;
- Responsible for student worker paperwork;
- Maintain personnel records for faculty and staff of department;
- Maintain inventory of equipment over two thousand dollars;
- Open sort date and route mail received and prepare outgoing mail;
- Manage conference room schedules for library and other campus groups;
- Process travel and expense forms for faculty and staff of department;
- Maintain filing for all correspondence;
- Responsible for correspondence dealing with gifts to library;
- Maintain various committee responsibilities;
- Perform all other duties as assigned.
ADDITIONAL DUTIES:
To be determined.Minimum Qualifications
- High school diploma or equivalent is required;
- Bachelors degree is preferred;
- One to two years of related experience is required.
KNOWLEDGE SKILLS AND ABILITIES:- Knowledge of and the ability to use Microsoft 365 programs (Word Excel Access);
- Ability to review written material for correct spelling punctuation etc.;
- Ability to establish new and maintain existing filing systems;
- Extensive knowledge of general office administration and secretarial practices procedures systems and various types of equipment;
- Ability to screen telephone calls visitors and incoming correspondence;
- Ability to compose correspondence on routine matters;
- Ability to provide information to students visitors and faculty etc.;
- Ability to diplomatically receive complaints and handle minor problems.
Special Instructions to Applicants
Applicants must upload a cover letter and resume at the time of application as well as provide contact information for at least three professional references. For questions please email or call 256.765.4291 option #2. Selecting an option other than #2 will result in a delayed response.
UNA is an equal opportunity employer. We seek a wide range of applicants for our positions so that our core values will be affirmed.
Employment Type
Full-Time
