Administrative Assistant to the Dean of the Weinberg Memorial Library Position Available In Lackawanna, Pennsylvania

Administrative Assistant to the Dean of the Weinberg Memorial Library 4.3 4.3 out of 5 stars 800 Linden Street, Scranton, PA 18510 University of Scranton Administrative Assistant to the Dean of the Weinberg Memorial Library Non-Discrimination Statement The University is committed to providing an educational, residential, and working environment that is free from harassment and discrimination. Members of the University community, applicants for employment or admissions, guests and visitors have the right to be free from harassment or discrimination based on race, color, creed, religion, ancestry, gender, sex, pregnancy and related conditions, sexual orientation, gender identity or expression, age, disability, genetic information, national origin, ethnicity, family responsibilities, marital status, veteran or military status, citizenship status, or any other status protected by applicable law. Sexual harassment, including sexual violence, is a form of sex discrimination prohibited by Title IX of the Education Amendments of 1972. The University does not discriminate on the basis of sex in its educational, extracurricular, athletic, or other programs or in the context of employment. The University will promptly address reports of discrimination under the University Non-Discrimination and Anti-Harassment Policy (NDAH Policy) or the Sexual Harassment and Sexual Misconduct Policy (SHSM Policy) . Anyone who has questions about the above referenced policies, or wishes to report a possible violation of one of the policies should contact: Elizabeth M. Garcia Title IX Coordinator The Office of Equity and Diversity Institute of Molecular Biology & Medicine, Suite 315 elizabeth.garcia2@scranton.edu (570) 941-6645 https://www.scranton.edu/equity-diversity/ The University of Scranton is an Equal Opportunity Employer/Educator. University Mission The University is a Catholic and Jesuit University animated by the spiritual vision and the tradition of excellence characteristic of the Society of Jesus and those who share in its way of proceeding. All candidates must indicate how they would help communicate and support the Catholic and Jesuit identity and mission of the University. The Universitys mission statement and a description of the history and concepts of the Ignatian teaching philosophy may be found at https://www.scranton.edu/about/jesuit-tradition/index.shtml.

Department Library Job Purpose:

The Administrative Assistant to the Dean of the Library manages the daily operations of the Library Dean’s Office, serves as the Dean’s office manager, and provides comprehensive administrative support for the Dean and Associate Dean of the Library.

Essential Duties:

1. Office Administration and Operational Support Manage the day-to-day operations of the Library Dean’s Office. Manage accounts payable and receivable as instructed by the Dean of the Library, including purchase order preparation and invoice processing. Process and record donor checks and gift receipt, makes timely deposits of funds with the Bursar’s office, and reports funds received directly to University Advancement. Maintain the Library’s inventory of supplies and coordinates purchasing. Oversee the submission and tracking of Library work orders related to building maintenance. Serves as liaison to the Friends of the Weinberg Memorial Library Advisory Board and Schemel Forum members, including external communications. Manage membership and contact databases, including Friends memberships, Leaves of Class raffle entries, and marketing/communications mailing lists for the Library, Friends, and Schemel Forum. Prepare and monitor the Friends of the Library accounts and budget reports. Maintain a variety of confidential and private records, including personnel files, letters to and from the Dean of the Library, tenure and promotion documents, and donor records and receipts. Prepare agendas and record meeting minutes for key Library meetings, including the Library Advisory Committee, Faculty Librarian Department Meetings, Friends Advisory Board and its subcommittees, and the Schemel Forum). Coordinate the logistics of events hosted by the Library and Friends of the Library, including room set-up, invitations, registrations, catering, travel, etc. Supports the Schemel Forum Assistant in running the programs of the Schemel Forum. Serves as Primary backup to the Schemel Forum in the absence of the Schemel Forum Assistant. Recruit, hire, train, supervise, and evaluate student employees in the Dean’s Office. Serves on committees and task forces that support the work of the Administrative Assistant to the Dean, such as the Library’s Communications & Outreach Committee. 2. Administrative Support for the Dean of the Library and Library Leadership Provide administrative support to the Dean and Associate Dean as well as the Leadership of the Library Advisory Committee and Friends Advisory Board President, Vice-President, and Committee Chairs. Assist with travel planning and reimbursement processing for Library employees and guests. Manage the Dean’s calendar and schedules meetings and events for Library departments, Friends groups, and committees. Manage Library event space requests and assists in coordinating spaces, such as the Heritage Room. Assist with budget development and reporting, including preparation of Friends of the Library Treasurer reports. Conduct research and prepare documentation and reports for the Dean. Track and report metrics related to office functions (e.g., supply budgets, meeting documentation, and employee records). 3. Communication and Outreach Coordinate communication with students, faculty, staff, Schemel Forum participants, and Friends about Library services and events. Design, produce, and distribute promotional materials for events and initiatives.

Liaise regularly with the University’s Printing Services, Catering, Public Relations, and Events departments.

Additional Skills Required:

• Excellent oral and written communication skills
• Strong organizational, interpersonal, and time-management abilities
• Ability to multitask and manage competing deadlines effectively
• Ability to work independently and exercise discretion and confidentiality
• Ability to think creatively and solve problems
• Flexibility to work occasional evenings and weekends for event support
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access) and Microsoft Teams for project management and tracking
• Must be able to respect, support and contribute to the University’s Catholic and Jesuit mission

Minimum Education Requirements:

Associates degree is required

Preferred Education:

Minimum Job Experience Requirements:

Minimum of two (2) years experience in office administration

Preferred Qualifications:

Schedule/Work Hours:

Monday through Friday, 8:30 a.m.

• 4:30 p.

m. (35 hours per week), with occasional evenings and weekends for programmatic purposes.

Full Time/Part Time:

Full-Time Annual Schedule:

12 Special Instructions to

Applicants:

Posting Number:

S0928P To apply, visit https://universityofscrantonjobs.com/postings/8082