General Information
| Payroll Title | BLANK AST 2 | Title Code | 004723 | Grade/Step | Working Title | Administrative Assistant | |
|---|---|---|---|---|---|---|---|
| Department Name | University Library Dept | Supervisor | Banda, Lee | Department Head | Steven L Mandeville-Gamble |
Special Requirements and Conditions
| Critical Position |
Level of Supervision Received
| General Supervision |
Items Used
| Computer and standard office equipment: photocopiers, fax machine, scanner, videoconferencing, and general office equipment |
Position Purpose
| Under general supervision of the Director of Planning and Budget for the University Library, the incumbent provides administrative support to the Director of Planning and Budget, and Library Administration. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administrative Support | 90 |
| Provides quality customer service to visitors, employees, the public and other campus community members and performs a variety of administrative functions in support of the Director of Planning and Budget, Associate University Librarians, and Library Administration to include calendaring, event scheduling, coordinating travel arrangements, preparing correspondence, preparing departmental materials, processing and distributing departmental mail, coordinating large/special mailings filing, copying and shredding. Serves as Library Administration's initial point of contact and responds to a variety of inquiries and requests for information in a timely and professional manner. Coordinates the use of Library facilities and scheduling for coverage of critical Library services including research and instructional services. Performs accurate data gathering, preparation, entry and reporting. Coordinates the purchase, inventory, storage and maintenance of office supplies and equipment, processes surplus items and coordinates with appropriate vendors to ensure unit copiers are in working order. Maintains compliance with internal control requirements and University polices. Maintains the confidentiality of all internal and external information accessed during the performance of assigned duties. May lead, plan and assign the work of student workers and provide training to student workers. Ensures adherence to established work methods, techniques and schedules, and compliance with applicable University policies, procedures, standards and specifications. Provides scheduling and coordination of recruitment- and development-related visits and events, including accommodations for external visitors. |
|
| Other | 10 |
| Performs other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Experience in an office environment providing administrative and/or operational support. | |
| 2 | |
| Experience performing internet research, creating spreadsheets and using Microsoft Word, Excel and PowerPoint. | |
| 3 | |
| Ability to exercise discretion and sound judgment, foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. | |
| 4 | |
| Interpersonal skills sufficient to interact diplomatically with external clients, donors, vendors, students, and University personnel at various organizational levels. | |
| 5 | |
| Excellent oral, written and interpersonal communication skills, and the ability to work effectively with a wide variety of people from all levels of internal and external organizations. Ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. | |
| 6 | |
| Ability to accurately apply a wide variety of policies and procedures. | |
| 7 | |
| Ability to operate standard office equipment, including copiers, phone systems, fax machines, etc. | |
| 8 | |
| Ability to organize work, establish priorities, meet deadlines and perform accurate, detailed work. | |
| 9 | |
| Ability to display initiative and remain flexible in a fast-paced and changing environment. | |
| 10 | |
| Ability to work as a team-player and establish and maintain cooperative working relationships. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Experience in University/higher education setting. | |
| 2 | |
| Administrative experience in an academic environment providing support for staff and/or faculty. | |
| 3 | |
| Knowledge of UC policies and procedures. | |
| 4 | |
| Experience using UC systems and applications. | |
| Posted Position Purpose |
|---|
| Under general supervision of the Director of Planning and Budget for the University Library, the incumbent provides administrative support to the Director of Planning and Budget, and Library Administration. |
| Posted Minimum Requirements |
| Experience in an office environment providing administrative and/or operational support. Experience performing internet research, creating spreadsheets and using Microsoft Word, Excel and PowerPoint. Ability to exercise discretion and sound judgment, foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. Interpersonal skills sufficient to interact diplomatically with external clients, donors, vendors, students, and University personnel at various organizational levels. Excellent oral, written and interpersonal communication skills, and the ability to work effectively with a wide variety of people from all levels of internal and external organizations. Ability to compose business correspondence, edit, and use correct spelling, punctuation, and grammar. Ability to accurately apply a wide variety of policies and procedures. Ability to operate standard office equipment, including copiers, phone systems, fax machines, etc. Ability to organize work, establish priorities, meet deadlines and perform accurate, detailed work. Ability to display initiative and remain flexible in a fast-paced and changing environment. Ability to work as a team-player and establish and maintain cooperative working relationships. |
| Posted Preferred Qualifications |
| Experience in University/higher education setting Administrative experience in an academic environment providing support for staff and/or faculty. Knowledge of UC policies and procedures. Experience using UC systems and applications. |