Library Administrative Assistant II

Hours: 
37.5 hours weekly
Deadline: 
July 12 or until filled
Location: 
Cincinnati, OH 45207
Job Type: 
Full Time
Expires: 
07/15/2019

Organization: 

Xavier University

Requirements: 

  • Required: High school diploma or GED
  • Preferred: demonstrated knowledge of basic budget functions (accounts payable, budget reconciliation, budget revisions, purchase requisitions, request for checks, etc.)
  • Excellent communication and organization skills
  • Attention to detail
  • Ability to maintain confidentiality
  • Prior administrative/clerical experience is a plus
  • Proficiency with Microsoft Office (Word, Excel)
  • Flexibility, collaboration and willingness to learn new systems and processes are assets.

Applications accepted online only.

Duties: 

Xavier University seeks applicants to fill the vacancy for Administrative Assistant II.  Reporting to the Library Director, the successful candidate for this full time position (37.5 hours/week) will provide administrative support for the library along other Information Technologies departments to include budgetary functions, taking meeting minutes, scheduling, assisting with event planning, ordering supplies, and maintaining department files, among other duties.

 

Position Summary

 

Provides administrative support primarily for library but also other Information Technologies departments to include clerical, budgetary and personnel functions.  Acts as a backup to the Administrative Assistant to the Associate Provost & CIO.

 

Essential Responsibilities

 

  1. Coordinates budget activities for library
  • Working with Banner and SciQuest systems, is responsible for the preparation, receipt 
    and reconciliation of purchase requisitions and for requests for checks.
  • Verifies expenditures against budgets.
  • Troubleshoots issues and serves in capacity as library liaison for campus financial 
    departments such as Accounts Payable
  • Reconciles P-cards and provides assistance with receipts.
  • Processes interdepartmental transfers and budget revisions.
  • Maintains and provides declining balance spreadsheet for library on a regular basis.
  • Provides assistance as needed for library acquisitions
  • Provides reports from Banner on specific accounts, categories, etc.
  • Makes cash deposits
  • Maintains student employee budget

 

  1. Coordinates the day-to-day operation of the library.

 

  • Schedules meetings and rooms for library staff.
  • Coordinates conference and training registrations and travel arrangements for staff as 
    requested along with support for reimbursement.
  • Maintains and orders supplies for library on an as needed basis.
  • Prepares and maintains department’s files as directed.
  • Takes and transcribes minutes for meetings and posts them to shared drive.
  • Special projects as requested once approved by the director.

 

  1. Provides clerical and budgetary support for other Division departments and Administrative Assistant III

 

  • Working with Banner and SciQuest systems, is responsible for the preparation receipt 
    and reconciliation of purchase requisitions and/or requests for checks
  • Reports and tracks expenditures to director of each department
  • Order supplies and work with vendors.
  • Reconciles P-cards for staff of each department
  • Processes interdepartmental transfers and budget revisions
  • Coordinates the receiving process for campus-wide technology and software purchases 
    and creates work orders for installation of equipment and software
  • Maintains student employee budget
  • Provide candidate support by scheduling phone and campus interviews, take notes in 
    search committee meetings, processes email correspondence, prepare workstation and 
    coordinate the installation of phone, computer, etc.

 

  1. Routine administrative support to library and staff

 

  • Coordinates maintenance work in CLC and McDonald through Physical Plant as well as 
    communicating set up needs for library events and programming
  • Provide candidate support by scheduling phone and campus interviews, takes notes in 
    search committee meetings, processes email correspondence, prepare workstation and 
    coordinate the installation of phone, computer, etc.
  • Assists with holiday, student employee, and other celebrations.

Contact Information: 

This is a full time position with full benefit package.  To ensure consideration, interested applicants must submit a cover letter, resume, and the names and contact information of three references on Xavier University’s website.  Applications will be received through July 12, 2019 or until position is filled.

 

XAVIER UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

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