Administrative Assistant to the Dean of the Library

Position Description:

Position Details:
Through professional and collegial working relationships this position provides direct administrative support to the Dean of the Library and offers office and operational support for overall Library functions. This includes responsibilities in communication marketing and event coordination. In collaboration with other Library staff this position also helps uphold and promote the Librarys welcoming and supportive ethos aligning with its mission.

About the Library
The Christopher Center Library is where people and information meet to bring about discovery and build knowledge with integrity. To enhance student learning and information literacy we aim to create a supportive environment where the campus community can ask hard questions engage in scholarly conversations and contribute to society with critical thought and compassion.

Major Responsibilities:

• Assist the Dean with a variety of projects and administrative tasks including generating reports presentations spreadsheets meeting agendas and minutes procedural training documents and marketing support.
• Manage the Deans calendar including scheduling travel arrangements and related administrative forms.
• Oversee internal and external communications particularly with CCLIR building partners the campus community donors and alumni.
• Plan and implement Library promotional events community outreach activities and special meetings.
• Send mass communications to the campus community through the universitys approved messaging system.
• Oversee the design and development of marketing materialsboth print and digitalfor promoting Library-related events and initiatives.
• Coordinate special projects related to the CCLIR building managing communications and logistics with appropriate campus offices and external vendors.
• Communicate building-related updates and issues to other campus divisions especially regarding incident reports and emergencies.
• Maintain Library records and reports in an organized and logical system while upholding the confidentiality of sensitive information.

Budget and Fiscal Management

• Compile and organize financial and statistical information related to the Librarys budget accounts activities users and operations; collaborate with the Dean to review trends funding levels and expenditures.
• Reconcile relevant credit card statements; handle cash/check transactions related to reimbursement payments or fines.
• Assist with deposits check requests and additional compensation forms in coordination with the Finance Office; process work-related reimbursements and expenses for Library personnel.
• Communicate with the Finance Department regarding Library budget transfers.
• In concert with the Librarys Acquisition Specialist may also:
  • Order some library supplies and maintain marketing supply inventory.
  • Communicate with vendors and suppliers to support library purchases.

Administrative Support for the Library

• Serve as the Library point of contact for HR-related work including but not limited to supporting personnel searches coordinating new employee campus forms and accounts and facilitating departing employee processes.
• Process and maintain hourly staff personnel and payroll records utilizing the Colleague system.
• Approve library staff leave requests by proxy using the universitys leave entry system.
• Serve as the Librarys primary point-of-contact for routine facility matters and general building operations working closely with the Circulation *Managers and FM as appropriate regarding preventative maintenance and repairs.
• Collaborate with the Programming Librarian in support of marketing events and resources.
• Manage the digital slideshow displays in the CCLIR including content updates and removal.
• Manage the Librarys gift materials process including receiving recording and acknowledging the gifts.
• Supervise the Library Administration Student Assistant in gift materials processing and other tasks as requested.
• Lead annual review of the Library Emergency and Safety Procedures; assist in the review and maintenance of all Library policies and procedures.
• Participate in professional development activities that support increased knowledge of academic libraries higher education and/or professional knowledge and skills.

Required Knowledge and Skills:

• High school diploma required; an associates or bachelors degree preferred.
• Three to five years of professional office experience.

Other Qualifications

• Outstanding interpersonal written and oral communication skills.
• Strong human relations and teamwork abilities.
• Ability to manage multiple projects simultaneously in a dynamic environment with frequent interruptions.
• Proven ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented organized and proactive; creativity and innovation are a plus.
• Strong problem-solving skills and a commitment to high standards of performance.
• Proficiency with integrated computer systems and commonly used software including *Microsoft Office and Google Workspace (formerly Google Suite).
• Experience or interest in marketing and design including both print and digital formats.
• Familiarity with or interest in academic libraries and their systems is preferred.

Wage Rate: 45000

All offers of employment with Valparaiso University are contingent upon the clear results of a thorough background check. Background checks may include criminal history motor vehicle reports prior employment verification and personal/professional references. If applicable to the position they will also include credit history. Background checks will be conducted on all final candidates for employment.

To be considered for this position you must upload:

• Cover letter
• Resume
• List of 3 professional references
• Answer all application questions

Please address the cover letter to:

Trisha Mileham Dean of Library Science
Valparaiso University
Valparaiso Indiana