Senior Administrative Assistant

Overview

Utah State University (USU) Libraries is currently seeking an experienced and highly professional Senior Administrative Assistant (Administrative Assistant SR) to provide vital administrative support to the Dean and the University Libraries Executive Team. The successful candidate will play a critical role in daily operations as well as coordinate special projects and events within a collaborative team environment. We are looking for an individual who can work under pressure performing their duties independently, with skill, and innovative thinking.

Responsibilities

Dean’s Office Support (40%)

• Serve as the professional and friendly first point of contact for administration, faculty, staff, students, donors, and community members reaching out to the Dean’s office.
• Perform various office duties, such as answering phones, directing calls, data entry, file management, securing electronic signatures, and handling office supplies and equipment.
• Manage calendars for the library’s executive team, including scheduling appointments, coordinating meetings, and prioritizing schedules.
• Facilitate travel arrangements and submit Travel Authorizations for the Dean, special guests, and position candidates.
• Represent the Dean’s Office in a variety of settings by cultivating strong, professional relationships with university colleagues, library supporters, and community partners, while ensuring effective communication and collaboration.
• Prepare agendas, coordinate meetings, and take/transcribe meeting minutes for the Administrative Team.
• Perform miscellaneous duties as assigned.

Special Projects/Events Support (25%)

• Under the guidance of the Dean or Associate Deans, plan and execute events, including receptions, retreats, lectures, and selected library outreach activities.
• Ensure compliance with organizational policies and procedures for contracting, booking, and scheduling venues, vendors, and speakers.
• Manage special projects or initiatives as directed by the Dean including Chairing the Libraries’ Research Week Working Group and the Arrington Lecture Series.

Building and Facility Coordination (10%)

• Act as a backup for staff with facilities issues and questions.
• Serve as the coordinator between library staff, building team, Public Services Department Head, and the Executive Committee.
• Manage key cards/physical keys and perform an annual key card audit.
• Supervise one student employee who maintains the staff breakroom.

Development Support (15%)

• Support University Libraries development activities by liaising with university Advancement and handling communication and promotional materials.
• Coordinate Phonathon activities in collaboration with University Advancement.
• Manage specific stewardship activities, including tracking donations, generating correspondence, and maintaining accurate donor engagement records.
• Support the work of Merrill-Cazier Friends of the Library, including scheduling meetings, budget tracking, event logistics, and producing promotional materials, in coordination with the Friends’ Board President.
• Plan Marginalia, the publication of the Friends of the Library, in collaboration with the Dean and the Marketing Coordinator.

Processes Related to Tenure-Track and Tenured Faculty (10%)

• Administer promotion and tenure dossier systems for the Libraries.
• Track annual faculty role statements and reviews.
• Evaluate and maintain accurate records of tenured or tenure-track faculty, tenure and promotion committees, and the post tenure and annual review process for faculty.
• Maintain faculty personnel files.
• Coordinate Libraries’ Faculty Senate obligations, including managing elections and Library Advisory Council activities.

Qualifications

Minimum Qualification:

• Eight years of relevant office experience, or
  • Vocational/technical training/associate degree in an office or business field plus six years of related experience, or
  • A bachelor’s degree in a related field plus four years of related experience

Preferred Qualification:

• Familiarity with USU or other higher education institutional processes and procedures including experience with software such as Banner, Interfolio, and/or Millennium.
• Experience with event planning and coordinating catering.

Knowledge, Skills, and Abilities:

• Proficient in MS Office suite (Word, Excel, Outlook, and PowerPoint).
• Proficient with productivity tools such as Slack, AirTable, Qualtrics, and/or Box.<