Coordinator of Administrative Services - Libraries

Job Title

Coordinator of Administrative Services - Libraries

Department

Dean's Office University Libraries

Worker Type

Regular

Pay Type

Salary

Position Salary Minimum

$58,500

Position Salary Maximum

$68,500

Salary will be commensurate with the level of the position, education, and experience.

Scheduled Weekly Hours

40

Benefit Eligible

Yes

Screening Date

2025-05-26

Job Description Summary

Miami University Libraries seeks an organized, proactive, and service-oriented individual to serve as the Coordinator of Administrative Services. This position provides executive support to the Dean and University Librarian and manages the daily operations of the Office of the Dean. The Coordinator plays a critical role in ensuring efficient operations, supporting staff engagement and professional development initiatives, and maintaining effective internal and external communications. We seek a professional who is committed to excellence, collaboration and fostering a welcoming workplace culture.

Job Description

Executive Support

• Provides direct administrative and project assistance to the Dean, including managing the Dean’s calendar, scheduling meetings, coordinating travel arrangements and  itineraries, and preparing expense reports.

• Draft briefing materials, meeting agendas, reports, presentations, and correspondence on behalf of the Dean.

• Record meeting minutes as needed and maintain accurate documentation.

• Prepares confidential correspondence, drafts letters, memos, etc. for the Dean

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion.

Office Management

• Oversees the daily operations of the Office of the Dean.

• Directs and oversees assignments for administrative staff and student workers; assists with evaluations and feedback as appropriate.

• Provides a bridge for smooth communication between the Office of the Dean and internal/external departments; demonstrating leadership to maintain credibility, trust and support with stakeholders.

• Maintains personnel files and assists with staff search processes, hiring and onboarding.

• Manages the divisional personnel budget, including increment process, vacancy tracking, position authorization, hiring (temporary and permanent), leaves, compiling salary profiles and developing monthly salary report of vacancies.

• Arranges complex meetings, preparing meeting material and handling meeting logistics (i.e.  lodging, meals, agenda distribution, travel arrangements).

• Processes travel authorization forms and reimbursements. 

Staff and Organizational Support

• Coordinates and supports the promotion, continuing contract and annual review process for librarians and staff performance evaluations.

• Provides occasional backup administrative support to the Associate/Assistant Deans.

• Proactively respond to inquiries regarding library operations, policies, and procedures, escalating as necessary.

• Researches, prioritizes, and follows up on issues and concerns addressed to the Dean.

• Works closely and effectively with departments; demonstrating leadership to maintain credibility, trust and support with internal and external stakeholders.

• Plan and coordinate meetings and events organized on behalf of the Dean, including divisional meetings, the Library Alumni Advisory Board and the Libraries Dean Student Advisory Council.

Minimum Qualifications: 

• Bachelor’s degree and three years of post-baccalaureate experience.

Consideration may be given to candidates with:

• Ability to provide executive support to the Dean in a professional manner; and to work regularly with Associate/Assistant Deans and other library personnel.

• Excellent verbal/written communication skills; excellent interpersonal skills. 

• Ability to exercise discretion and confidentiality in all matters.

• Commitment to quality, innovations and process improvement, with an emphasis on collaborative teamwor