Part-Time Staff Assistant - Special Collections Department (Library)

Why Work at BYU   

As the flagship higher education institution of The Church of Jesus Christ of Latter-day Saints, Brigham Young University (BYU) strives to be among the exceptional universities in the world. At BYU, we are devoted to our faith and to our students. We take an active role in the University's Mission: "To assist individuals in their quest for perfection and eternal life.” 

Our unique mission, deeply rooted in the Gospel of Jesus Christ, provides countless ways to serve and make an impact. This, along with our remarkable culture of belonging, weekly devotionals, and endless opportunities for learning and growth—all situated within a beautiful and historic campus—make it hard to imagine a more inspiring place to work. 

Brigham Young University strongly prefers to hire faithful members of The Church of Jesus Christ of Latter-day Saints.

Job Description

Staff Assistant (part-time 28 hours per week)

Summary:

Manage department office operations, including finances, travel and hiring. Provide administrative support to chair, committee chairs, programs and faculty, and/or other administrative leadership. Supervise student secretaries.

What you will be doing in this position:

Manages administrative tasks

• Takes minutes at designated meetings
• Serves as record liaison for the department
• Approves scheduling of Special Collections meeting rooms
• Participates on Department Assistant Committee (DAC)
• Manages details of leave time for department curators, sending appropriate reports to department chair
• Coordinates events for the department
• Other administrative duties as assigned by the department chair

Oversees student employment in the department and manages department employment files

• Explains work expectations to student employees
• Coordinates with other units in Special Collections’ secured area to manage student workspaces, hiring, background checks, terminations, and security access
• Supervise student employees, as assigned

Coordinates department security

• Manages and audits card access for Special Collections employees and requests from supervisors of library employees
• Coordinates with the department chair and BYU Security to manage appropriate security access levels 

Oversees department operational finances

• Tracks and records all expenditures related to departmental operations 
• Reconciles departmental operations expenditures
• Maintains general awareness of all Special Collections’ budgets and allocations
• Tracks student wage expenditures

Participates in citizenship and professional development activities

• Participates in department, library, and university trainings as appropriate for position
• With supervisor, determines other position-related professional development activities
• Participates in library and departmental committees and meetings as assigned

What qualifies you for this role:

Minimum education/experience required:   Bachelor’s degree OR Associate’s degree with 2-3 years’ experience with administrative assistant duties OR equivalent combination of education and experience

 Skills, abilities, knowledge, licenses, certifications:

Required

• Excellent communication skills
• Ability to train, supervise, and motivate student employees
• Attention to detail
• Ability to independently complete tasks
• Ability to make independent decisions within the boundaries of library and department policy
• Extensive experience in Excel, Word, PowerPoint, Outlook, and Zoom
• Ability to multitask projects, prioritize, meet deadlines, and work effectively under pressure
• Ability to work cooperatively with library and university security personnel

       Preferred

• Experience with financial records and management software including integrated library systems
• Previous library experience

What we offer in return: 

This position comes with fantastic benefits, including: 

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you cont