Kierkegaard Library Administrative Assistant

Position Title: Kierkegaard Library Administrative Assistant.
Department: The Hong Kierkegaard Library (HKL), Center for Research and Publication.
Classification: Non-Exempt.                             
FTE: 0.20.
Work Schedule: Year-round ,8 hours per week, including 1 fixed day per week in the Library (yearly calendar has busier and slower periods); on-call at various times with scholar visits, occasional evening and weekend hours required; travel up to 1% of work schedule, which includes local (Twin Cities metro area), national, and/or international travel; overnight trips average 1 trip per year.
Hourly Rate: $22 - $24.

Essential Job Duties:

• Office Support:
  • Support day-to-day operations of the HKL, including active and intense summer program for 40+ visiting scholars with varying backgrounds and global origins.
  • Assist HKL staff with various daily logistics, including tracking budget, scheduling, correspondence, and library support.
  • Purchase office, library, and kitchen supplies; maintain office equipment and technology; oversee tidiness/cleanliness of office building.
• Events and Hospitality:
  • Assist HKL staff with logistics in event planning (lectures, banquets, reading groups, and summer sessions, including conference for 200+ participants every four years).
  • Reserve rooms/spaces; arrange catering; make purchases at local stores; supervise set up/clean up; and be present at events as assigned.
  • Assist HKL staff with facilitating use of physical space.
  • Open the Library; organize space; greet patrons; and provide tours; including for college partners, such as philosophy department, and for special College events, such as family weekend, graduation, and alumni visits.
  • Assist HKL staff with Communications and Public Relations activities.
  • Create flyers and other promotional materials; update HKL social media accounts and website as needed.
  • Help create warm and welcoming environment for all Library guests.
• Visiting Scholar Logistics:
  • Process visiting scholar applications.
  • Organize materials; answer general inquiries; track applications.
  • Create acceptance and invitation letters (including for B-1 visa and ESTA waiver holders).
  • Receive training and maintain duties as an ARO (Alternate Responsible Office) in order to help administer international exchange program.
  • Advise J-1 exchange visitors on the J-1 visa, following governmental guidelines.
  • Work with HR and IT on processing scholars’ St. Olaf IDs, door access, and other onboarding requirements.
  • Arrange scholars’ travel and airport transportation, when relevant; do airport pick-up or other driving, when relevant.
  • Arrange scholars’ housing accommodations (in coordination with internal and external partners).
  • Initiate and process scholars’ stipend and honorarium payments.
  • Facilitate scholars’ campus and Library orientations.
  • Update logistics in Visitors Handbook and on website.
• Other (ongoing):
  • Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
  • Complete and meet deadlines for required training and performance management cycle.
  • Perform other duties as assigned.

Supervision Received and Exercised:

• Reports to Director, HKL, Center for Research and Publication.
• This position supervises students.
• This position hires student workers.

Required Qualifications:

• Education: Associate degree.
• Experience: 1+ years working in administrative support roles. Maintain a valid driver’s license and meet St. Olaf College driver authorization criteria with a satisfactory driving record; maintain a valid passport.

Preferred Qualifications:

• Education: Bachelor's degree.
• Experience: 3+ years of working in administrative support roles in an academic setting, including budgeting experience; experience with Oracle, Google Workspace, Microsoft Office suite, and Facebook.

Prerequisites:

• Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT c