Library Administrative Assistant

Department

Library Dean

Compensation

$17.24 to Negotiable Hourly

 

Library Administrative Assistant

Position Overview:

The Thomas G. Carpenter Library at the University of North Florida in Jacksonville, Florida seeks a highly organized and efficient Library Administrative Assistant for the Library Dean’s Office to support the daily operations and administrative tasks of the library. The Library Administrative Assistant handles various tasks such as coordinating meetings, maintaining records, assisting with reports, library programs, events and special projects. This position ensures smooth communication within the library and with external partners, provides excellent customer service to patrons and staff, and contributes to the overall efficiency and effectiveness of the library’s operations and services. This position is a full-time position reporting to the Dean of the Thomas G. Carpenter Library.
 

Key Responsibilities:

                Administrative Support:

• Act as the primary first point of contact for visitors who come into the Library Dean’s Office.
• Provide information and assistance via phone, email, or in-person. Address and resolve inquiries or escalate them to the appropriate personnel.
• Arrange and coordinate meetings including logistics, agendas, and minutes ensuring timely distribution and follow-up on action items.
• Assist with planning and coordination for library events and programs. Support logistical arrangements including room reservations, catering, and materials preparation.
• Assist with compiling documents, information, data, and statistics to support reports, presentations, announcements, and other communications.
• Assist with developing, modifying and maintaining policies and procedures for the library.
• Serve as the liaison for the Library Dean’s Leadership Council and coordinate all Dean’s Leadership Council activities including meetings, luncheons, and special events. This includes the coordination of correspondence, invitations, parking permits, catering, attends meetings. This position maintains the Council meeting minutes and member updates on the Thomas G. Carpenter website.
• Assist with keeping information on the library website up to date.
• Assist the Library Business Operations Manager with library searches.
• Handle confidential information with discretion.

Office Management Support:

• Oversee office management tasks such as ordering supplies, managing inventory, and maintaining office equipment.
• Ensure the Library Dean’s Office is clean, organized, and welcoming.
• Maintain and organize electronic and physical files, ensuring confidentiality and security of sensitive information.
• Submit Physical Facilities work orders for the Library Dean’s Office and library as needed.

Project Support:

• Assist in the planning and execution of special projects.
• Monitor project timelines and ensure deadlines are met.
• Coordinate with various departments to ensure project success.

Marginal Functions:

• Serves on library or university committees or project teams as appropriate. 
• Participates in training and professional development activities as appropriate.
• Performs other duties as assigned.

Preferred Qualifications:

• Proficiency in Microsoft Office Suite including advanced Excel and PowerPoint knowledge and proficiency with Word, Outlook and Teams, as well as comfort with learning additional tools.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.
• Strong customer service skills.
• Strong attention to detail and demonstrated ability to analyze and solve problems.
• Experience with project management tools like MS Planner.

 

 

Statement(s) of Understanding

This position requires a background check. In conjunction with the University's policy, this position may also require a credit check.

The holder of this position is designated as a “Responsible Employee” pursuant to their role under Title IX. Therefore, the incumbent must promptly report allegations of sexual misconduct, sexual violence, and child sexual abuse by or against any student, employee, contractor, or visitor to the University’s Title IX Administrator or any divisional Title IX Coordinator

 

 

Equal Opportunity

In 2020, the University of North Florida (UNF) received the prestigious INSIGHT Into Diversity magazine Higher Education Excellence