Administrative Assistant/Budget Coordinator, University Libraries

Job Description:
The Administrative Assistant/Budget Coordinator (AABC) supports the administrative and business responsibilities of the Assistant Vice President of Strategic Initiatives and the campus libraries. The AABC processes invoices and tracks library expenditures, oversees the ordering of supplies, monitors the budget, and maintains departmental files. The AABC assists the AVP with administrative responsibilities, including budget analyses, reports, presentations, communications, and special projects.
Work Location: Both Chalon Campus (West Los Angeles) and Doheny Campus (Downtown Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
Position Hourly Rate Range: $21.13- $23.00
Hiring salary can be above the posted pay range if candidate's qualifications are determined to be above the minimum requirements of the position description.
Duties and Responsibilities:
Administrative Assistant

• Assists the AVP with administrative responsibilities, including budget analyses, reports, presentations, outreach, communications, and strategic projects
• Under the direction of the AVP and/or librarians, creates library newsletters, annual reports, presentations, and promotional materials
• Oversees the organization and maintenance of administrative and departmental documents, including files, notes, policies, and other documentation; creates, organizes, and maintains an electronic space for shared library documents; takes photographs of library events and spaces and stores them electronically
• Compiles statistics, reports, and analyses for the Libraries' annual report and IPEDS
• Manages the AVP's calendar and deadlines; plans and schedules meetings, creates and distributes agendas and minutes
• Creates and submits expense reports for the AVP; tracks expenses for other library personnel
• Receives guests to the Library Administration Offices and assists them with their needs

Purchasing and Budget Coordination

• Prepares purchase orders for library equipment, researching specifications as needed
• Receives and prepares invoices for review and signature of the AVP/Director to process for payment
• Serves as the primary library contact with the University's accounts payable office, troubleshooting as needed and bringing problem areas to the attention of the AVP
• Collaborates with the Assistant Director, Collections, the Electronic Resources Librarian, and the acquisitions team to log and pay invoices for library materials in all formats, securing the authorization signature of the AVP and/or Provost as needed
• Under the direction of the AVP, monitors and analyzes the library budget and other budgets overseen by the AVP, reviewing monthly reports of budget status and expenditures
• Oversees the onboarding of new library employees in collaboration with Human Resources and library staff
• Serves as the lead for minor building projects; assists the AVP and/or librarians with planning and executing major building projects and renovations

Other Duties and Responsibilities:

• Helps librarians and staff plan and execute library programs and events
• Provides friendly assistance to library patrons as needed, referring to appropriate library staff
• Occasionally works evening and/or weekend shifts if needed
• Assumes other responsibilities as assigned by the AVP

Requirements:
Knowledge:

• Standard office procedures, communications, and protocols in a professional environment
• Knowledge of common digital and print filing systems; Microsoft and Google cloud-based applications, including Excel and PowerPoint
• Visual and graphic design principles, preferred

Abilities and Skills:

• Skill with spreadsheet applications for financial or budgetary purposes
• Exemplary writing, editing, and formatting skills; ability to write engaging and accurate reports, blog posts, and summaries
• Effective use of standard office applications, including Microsoft Word, Teams, PowerPoint, Excel, and Adobe Acrobat
• Ability to create and design reports, documents, newsletters, and presentations using Adobe Illustrator, Adobe InDesign, or Canva
• Ability to work well with diverse students, faculty, and staff

Education:

• BA/BS from an accredited university, or equivalent experience

Experience:

• Experience writing college-level research papers
• Experience analyzing data and summarizing results
• Experience managing a budget or expenses preferred
• Experience as an administrative assistant in an office setting preferred
• Experience with purchasing, accounts payable and receiving preferred

Additional Information:
Mount Saint Mary's University's commitment to equity, diversity and justice (EDJ) is steeped in the tradition and legacy of the Sisters of St. Joseph of Carondelet (CSJ), our Catholic identity, mission and values. We are unwavering in our pursuit of inclusion, belonging and antiracism. We aspire to achieve our love of dear neighbor without distinction, which permeates all forms of social identities and human experiences.
We honor and celebrate our similarities and differences. We are committed to the full inclusion of the entire Mount community. Due to historical legacies of exclusion, we offer particular care for underrepresented populations. We define diversity in the broadest sense, including but not limited to, age, differences in culture, citizenship status, disability, family status, gender, gender expression, gender identity, generational history, genetic information, geographic origin, language, political perspectives, mental and physical ability, military service, national origin, race and ethnicity, religion, sexual orientation, size and socioeconomic class.
Welcoming individuals from a variety of backgrounds improves and enriches our learning, living and working environments. Any breach of these values harms our community. Mount Saint Mary's University transforms its culture through the radical pursuit of institutionalized change. We strive for a campus where students, staff, faculty, alumnae and all whom we encounter feel welcomed, valued and are supported to reach their full potential.
As we pursue our never-ending journey toward a more equitable, inclusive and antiracist campus in our richly diverse community, we welcome you.
Application Instructions:
Please submit a resume and cover letter with your application.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters.
A background check will be required.
Employees may disclose their COVID-19 vaccination status with MSMU's Human Resources on a voluntary basis. Some MSMU clinical healthcare partners may require proof of COVID-19 vaccination to work at their facilities. If required, your academic division will inform you.