Admin Assistant To The Dean Of Lits, Lits Operation Associate

Position Title: LITS Operations Associate/Assistant to the Dean

Department: Library Information and Technology Services

Reports to: Dean of Library Information and Technology Services

FLSA Classification: Non-Exempt

POSITION SUMMARY:

Provides support to the Library, Information, & Technology Services (LITS) department in the day-to-day operations through the administration of budget items, ordering, organization of documents, acquisitions bookkeeping, and other administrative tasks as needed.

ESSENTIAL FUNCTIONS:

• Administrative Duties

• Performs receptionist duties for visitors and phone or email inquiries, not limited to: greeting and directing visitors/inquiries; providing general information and referrals; answering telephones and taking accurate messages; and creating, updating, and monitoring informational materials for LITS
• Places, tracks/coordinates, and delivers orders for equipment and supplies, mail, and correspondence
• Records, formalizes, maintains, and distributes LITS minutes, Institutional forms, and other LITS information within LITS and to other departments as appropriate
• Oversees LITS calendars and scheduling for department and interdepartmental meetings, events, and reservations
• Assists and prepares reports, forms, special projects, etc. as assigned
• Plans, organizes, and sets travel plans of the Dean and processes all travel forms of LITS staff and the Dean

• General and Acquisitions Bookkeeping

• Organizes, maintains, and disseminates financial and budgetary documents as appropriate
• Manages the acquisitions accounts payable
• Facilitates proper coding of acquisitions reports to the business office
• Manages internal budgetary spending

SECONDARY RESPONSIBILITIES:

• Provides direct supervision to the LITS PIR Associate

FINANCIAL RESPONSIBILITY/AUTHORITY:

• Compiles financial information used by the Dean to formulate budget proposals and complete annual reports
• Manages all LITS budget items

• Maintaining records and files of expenditures such as:
  • Request for Payments
  • VISA reports
  • Interdepartmental Billing reports
  • Completing and reconciling travel expense reports and receipts
  • Verifying and submitting invoices for payment
  • Other reports or forms as assigned

• Records and manages cash collections and deposits all money collected by the Library

OTHER RESPONSIBILITIES:

• As assigned

EDUCATION, SKILLS AND ABILITIES, EXPERIENCE:

• Minimum Qualifications:
  • Associate's degree (or equivalent hours) required, with at least six hours of college level accounting (or equivalent) preferred.
  • Must have three to five years of progressively responsible office, account, customer service, problem solving, and administrative experience or equivalent in a comparable environment
  • Experience in higher education environment preferred
• Knowledge and Skills:
  • Proficient use of standard office equipment and software such as MS Office Suite (Word

& Excel), G-Suite (Google products - Drive, Docs, Sheets, GMail), Quicken, and Zoho Desk

o Strong attention to detail and quality of work

o Strong organizational skills

o Knowledge of standard office policies and procedures, including:

• • Ability to be discrete in handling confidential matters, while complying with FERPA and privacy regulations
  • Ability to maintain a professional appearance and office atmosphere
  • Excellent communication and interpersonal skills including:
  • Ability to provide and demonstrate excellent customer service
  • Ability to work effectively with and effectively present information and respond to questions from a wide range of constituencies in a diverse community
  • Ability to proofread the work of self and others with a high degree of accuracy
  • Excellent verbal and oral communication skills
  • Ability to work well with working as a member of a team
  • Extensive knowledge of written English, grammar, spelling, and punctuation
  • Ability to work independently and efficiently to meet deadlines with minimum supervision
  • Ability to plan, prioritize workload and meet deadlines while working on multiple tasks
  • Proficient accounting and mathematical skills for budget proposals, summaries, and projections