Job Details

Administrative Assistant - Library

Position Number: 6076061
Location: Orem, UT
Position Type: Libraries

Administrative Assistant - Library

Salary: $39,015.00 - $48,769.00 Annually
Job Type: FT Nonexempt Salaried Staff
Job Number: FY2504054
Closing: 3/19/2025 11:59 PM Mountain
Location: 800 W University Parkway, Orem
Division: VP Academic Affairs

Position Announcement

Unlock your potential by supporting college students on their path to success! Join the vibrant and knowledgeable team at UVU's Fulton Library, where we work to include, engage, and achieve as a team. Working under the general direction of the Fulton Library Director, the Administrative Support III is responsible for performing advanced administrative tasks, managing departmental processes, coordinating library scheduling, and supporting overall library operations. This role involves ensuring the efficient functioning of the library by overseeing critical administrative functions, facilitating communication with campus stakeholders, and maintaining accurate records and schedules. This position plays a pivotal role in enhancing the library's operational effectiveness and contributing to a positive and productive environment for both staff and patrons.

Summary of Responsibilities

Coordinate library scheduling, including Roots of Knowledge, instruction, and other events. Coordinate with Event Services for library schedules. Update and maintain the library operations calendar for the academic year. Communicate the library schedule and any adjustments to campus stakeholders.
Oversee the department hiring and termination processes. Review job descriptions for accuracy and post new/replacement position advertisements. Act as a liaison to People and Culture on behalf of the library. Explain campus/department hiring policies and procedures to employees. Maintain and update internal hiring processes, department checklists, and other documentation. Submit job reclassifications and changes to the library's organizational structure as needed.
Perform advanced and confidential administrative duties, including composing correspondence and organizing meetings. Schedule rooms and maintain accurate meeting minutes. Prepare meeting agendas and communicate announcements on behalf of the Library Director. Share information about university policies, procedures, and library employee expectations. Gather data and perform routine analysis for recurring internal reports. Coordinate department meetings, professional development training, and internal library employee events.
Create and update department files, records, and inventories. Maintain office equipment and supplies inventory. Administer other office duties as needed. Coordinate and maintain facility access for department personnel. Respond to requests from walk-in traffic to the library administration suite. Assist with special projects and serve on committees as assigned by the Library Director. Supervise part-time and student administrative support employees.
Provide administrative time entry support for employees. Manage employee records in the leave and time management system. Gather employee work schedules for the department. Manage the department's payroll process, including preparing, monitoring, and submitting payroll records.
Perform other job-related duties as assigned.

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a bachelor's degree related to the Key Roles & Responsibilities or any combination of education and/or experience totaling four years.

Preferred Qualifications
Familiarity with the university's mission, values, and organizational structure, along with an awareness of the functions and operations of various departments such as Human Resources, Academic Affairs, and Student Services. In-depth knowledge of UVU's hiring processes, including recruitment, selection, and onboarding procedures.

Knowledge / Skills / Abilities

Knowledge

Knowledge of computer software applications including Microsoft Office, especially Teams and Excel.
Knowledge of office methods, techniques, practices, and procedures.

Skills

Effective interpersonal problem-solving, decision-making, and public relations skills.
Skills in the preparation and interpretation of reports.
Exceptional customer service skills.

Abilities

Ability to maintain confidentiality.
Ability to perform a variety of administrative duties independently.
Ability to work with diverse personalities in a dynamic environment.
Ability to manage time efficiently.
Ability to communicate effectively with faculty, staff, students, and community members.
Ability to multi-task, prioritize, and follow projects through to completion.
Ability to anticipate department needs.
Ability to maintain calendars and schedules and track multiple projects simultaneously.

EEO Statement:

UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

To apply, please visit https://www.schooljobs.com/careers/uvu/jobs/4867987/administrative-assistant-library

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