Administrative Assistant, University of Tennessee Libraries-UTK

This role serves as the dean's primary contact on delivering information on his behalf to the approximately 150 staff & faculty and 100 student library assistants who work in the libraries, the teaching faculty, deans across campus, university administration as well as a multitude of libraries in this state and nation who contact us for information or services. 

This position serves as a representative of the HR & Administration Office and must be dependable, organized, able to prioritize and multitask, attentive to detail, flexible, and able to anticipate the needs of the Dean, Associate Deans, Assistant Deans, and Human Resources & Administration Manager. This position plays an important role in promoting a positive imagine for UT Libraries and must represent the Libraries’ with professional poise, consideration, and helpfulness to all. This position is the first person a visitor, donor, student, faculty or staff sees when they enter the office. The decisions made in this role impact the library administrators as well as the campus.

The Administration and HR Office must be covered from 8:00am – 5:00pm, Monday – Friday.

Administrative Support: 

• Provide advanced administrative support for the Dean of Libraries, Associate Deans, Assistant Deans, Dean's Direct Reports, Libraries Advancement, and HR & Admin Manager. As well as other Library faculty and staff consisting of a diversified variety of tasks. 
• This includes coordinating and managing appointments, speaking engagements, and meetings.
•  Serve as communications liaison between library administrators and members of the library staff, patrons, donors, visitors, other university administrators as well as many contacts across the state and country. 
• Prioritizes, disseminates, and responds to incoming email, phone calls, oral and written communication.
•  Prepares briefings, summaries, reports, memos, and presentations for the Dean.
•  Management of Dean’s email inbox using sound judgment and discretion to respond appropriately. 
• Provide information and interpret policies and procedures, when necessary, on behalf of the library administrators. 
• Communicate library administrators' instructions and messages to staff. Disseminates information, newsletters, materials, and meeting details as needed. 
• Manages and maintains lists for all library staff, library faculty, and library bulletin board listservs. 
• Manages executive teams' meetings and attends monthly meetings. 
• Facilitates meeting agendas and minutes for Dean-led committees (i.e. Library Council, Faculty Executive Committee, Dean's Staff Advisory Committee, & Student Library Advisory Committee) and meetings; arrange hospitality services as needed for meetings. 
• Assists with Student Library Advisory Committee 
• Manages and assists with Dean sponsored events as needed.
•  Schedule twenty plus (Dean, 3 Associate Deans, Assistant Deans, and 23 department head, director and managers calendars in Outlook. 
• Arrange numerous meetings for library, campus administration, university and local entities; answer and screen phone calls; schedule conference calls; greet visitors to the administrative suite and coordinate office coverage. 
• Manages, reviews, and approves room reservations in 25Live 
• Maintains confidentiality of privileged and/or sensitive information.

Operations Support: 

• Creates and maintains libraries administration on SharePoint site; Creates and maintains Libraries Teams site for Libraries HR and Administration; annually makes calls for standing library committees & updates standing committees.
• Develops a digital filing system and record management for Libraries Administration.
• Coordinates with Special Events Coordinator to support library events (Whole Library Meetings, Power T with the Dean, retirement parties, receptions, etc.) and activities both in-house and campus-wide by arranging calendars, sending invitations, ordering catering, coordinating technological support needs, etc.
• Serves as motor pool representative and monitors three library vehicles for maintenance and service 
• Serves as the Parking representative and acquires orange dots for the library 
• Serves as the primary contact for keys and access codes to the building 
• Manage office supply inventory and order supplies as needed 
• Assists with SLA new hire paperwork as needed 
• Assists with employee engagement: 
  • Assists with content and design for monthly HR Bullet