Administrative Assistant

Claremont, CA

Job Posting Title :

Administrative Assistant

Job Description :

PRIMARY PURPOSE / GENERAL DESCRIPTION :

The Administrative Assistant will work independently to perform a broad range of administrative and clerical duties for Denison Library at Scripps College.

Duties and responsibilities are varied and often confidential in nature.Requires knowledge of the organization, its policies, procedures and personnel, and expertise in a variety of computer software programs.

The Administrative Assistant will also support and plan some weeknight and weekend programs such as outreach events, lectures, workshops, and instruction sessions as may be required.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES :

ESSENTIAL FUNCTIONS :

This information is intended to describe the key responsibilities of the position.The list of essential functions below does not identify all duties performed by any single incumbent in this position and may perform other duties as assigned.

Administrative Support

• Provide administrative assistance for the day-to-day operations of the library, including answering the telephone, responding to routine email inquiries, maintaining the library calendar, and staffing the library to support public hours.
• Develop, monitor and maintain the student employees' schedule for the library.
• Maintain and update files (print and electronic) related to the library's operations and collections.
• Compile and maintain relevant statistics.
• Assist with logistics for library instruction sessions, which may include retrieval of library materials, set-up, recordkeeping, and communicating with faculty members.
• Handle logistics for special events and outreach programs, which may include publicity, set-up, food arrangements and communicating with other campus offices.
• Oversee the maintenance and ordering of office and archival supplies.
• Oversee the collection, sorting and processing of library mail.
• Submit work orders to Facilities Department when necessary.
• Schedule meetings, prepare correspondence and related paperwork for meetings, and take minutes when necessary.
• Serve as liaison on behalf of the library director with vendors, donors, and other campus departments or offices as needed.
• Assist with keeping library spaces and collections organized to maintain a welcoming, efficient and safe environment for staff and patrons.
• Process invoices and maintain records related to vendors and purchases.
• Process expense reports, reimbursements, payments and donations to the library.
• Process and maintain student employment records and review and approve bi-weekly timecards for student employees at the library.
• Assist the library director with monitoring budget expenditures, tracking expenses and running balances.
• Compile financial reports and statistics when needed.

Library Operations

• Review incoming reference correspondence and in-person inquiries and identify items needing responses from management or other staff.
• Independently handle routine correspondence and in-person inquiries and prepare appropriate responses based on library policies and procedures.
• May scan or photocopy materials as needed in response to patron inquiries.
• Maintain records of patron inquiries, requests and use of library materials.
• Collaborate with the library director to oversee collection maintenance, including retrieval and reshelving of materials and the organization of patron holds area.
• May participate in and support the processing of print and archival collections.
• Participate in the development and implementation of the library's exhibition programs.
• Assist with coverage at the library's front desk when needed.
• May assign work to student employees or temporary employees in a non-supervisory capacity.
• Participates in relevant committees or working groups as appropriate.
• Perform other essential duties and tasks specific to the position.
• Active support for the College's Principles of Community and Principles of Diversity in the performance of job duties.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES :

Individuals must possess knowledge, skills, and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to build and sustain effective interpersonal and collaborative relationships while maintaining a professional demeanor with a diverse group of individuals, including but not limited to library staff, students, faculty, and the community.
• Evidence of analytical, organizational, communication, project, and time management skills and demonstrated ability to set priorities, meet deadlines, and complete tasks and projects on time and within budget and in accordance with task / project parameters.
• Excellent written and verbal communication skills, including expertise in punctuation and grammatical correctness for correspondence, projects, and reports.
• Demonstrated proficiency and capabilities with personal computers and software, the Internet, and library-relevant information technology applications.

This includes proficiency with word processing and spreadsheets, including the Microsoft Office Suite, Adobe Creative Cloud, and other computer software programs including database management systems.

• Excellent customer service skills.
• Experience and aptitude for working with budgets desirable.
• Excellent judgment and the ability to work with confidential information.
• Familiarity with Workday software is preferred.

QUALIFICATION STANDARDS :

EDUCATION & EXPERIENCE :

Graduation from high school or equivalent with courses beyond high school equivalent to two years of college or business school or any combination of education, training or experience that provides the required knowledge, skills, and ability.

Four or more years of experience in positions of increasing responsibility is preferred.

Experience working in an academic library is preferred.

LICENSES / CERTIFICATES :

None.

OTHER :

HOURS & CLASSIFICATION AND STATUS :

This is a regular status, full-time, twelve-month, benefits-eligible, non-exempt position.

The regular hours of this position are Monday-Friday 9 am to6pm.Hours may vary based on the needs of the department and College.

Hourly rate range : $20.00-$22.00. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY :

May supervise student employees.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy;

capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time.Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.

Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.

Communication skills using the spoken word. Ability to see within normal parameters.Ability to hear within normal parameters.

Ability to bend and stoop, for example, to file.Ability to move about.Ability to lift and carry short distances up to 20 lbs.

for example to lift or move office supplies, files, books and packages

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.

are subject to change at any time.Scripps College is an At-Will employer.Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.