Spencer Library Administrative Associate

Description

Position Overview

Do you enjoy working in a dynamic environment where no two days are the same? Do you excel at approaching daily tasks with flexibility, creativity, and a positive attitude? Are you energized by working with people? If so, consider this position as a great opportunity to learn and grow at the University of Kansas Libraries.

The Administrative Associate helps manage public facing operations at - and provides general administrative support for - the Kenneth Spencer Research Library. Spencer is the home of remarkable and diverse collections of rare and unique materials. The Administrative Associate plays a vital role in creating and maintaining a welcoming, accessible, helpful, and comfortable atmosphere for visitors that is also a secure environment for the handling of collection materials. This position reports to the Head of Public Services.

KU's excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other's success. We foster a culture of care where each person is seen, heard and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.

Job Description

30% Student Employment Coordinator

• Hires, trains, and supervises approximately 10-15 Public Services student assistants.
• Supervises student assistants in working on projects throughout the building, coordinating with other Spencer staff members as needed.
• Maintains student schedules and ensures that Public Services has needed student staff coverage.
• Serves as the student employment/payroll coordinator for Public Services. Oversees bi-weekly time reporting for Public Services student employees.
• Maintains student budget projections for Spencer's Public Services student account.
• Updates student assistant training documentation as needed.

20% Administrative Office Support

• Provides administrative support for faculty and staff in the library. In particular, provides administrative assistance for the Director of Spencer Research Library, including scheduling and handling of confidential correspondence.
• Manages the Spencer procurement card (p-card) and its use for staff and faculty travel and specialty supply purchases while maintaining a budget and receiving prior approval for non-FITC vendors.
• Arranges for special and oversize pick-ups and deliveries of library materials, donor materials, equipment, supplies, etc.
• Manages requests to use Spencer's visitor parking space.
• Takes the lead on overseeing the operation and maintenance of a variety of staff equipment, including MFDs, printers, classroom computers and monitors, and multimedia components in the North Gallery permanent exhibit.
• Inventories and orders supplies as needed and at the request of staff. Maintains the central supply area.
• Plans and maintains service schedules for the Reading Room and reception desk.
• Oversees the collection and maintenance of a variety of Spencer statistics for inclusion in library reports and for planning.

20% Reception Services

• Sets the tone for everyone entering Spencer Research Library by overseeing the first point of contact. Serves regular shifts at the Spencer reception desk (approximately fifteen hours per week). Develops policy and procedure for reception. Trains other staff members and student assistants in the operations of the service point with the goal of providing a uniformly high level of customer service. This includes the following:
  • Greets users who enter or contact (by telephone) the library and determine their need, referring them to the appropriate place or person as needed.
  • Registers users and provides instructional support and training to patrons on the library's automated circulation system, Aeon.
  • Explains the Library's policies about the use of collections and services.
  • Assists in the maintenance of library security through the registration process and by monitoring researchers' arrival and departure.
  • Checks in materials from other KU libraries that are routed or returned to Spencer Research Library using the KU Libraries Voyager system.

10% Operations Manager Support

• Submits and monitors work requests for service and maintenance activities by university personnel.
• Assists with managing the stacks, the mailroom, and larger building projects.
• Assists with processes including maintaining the Schlage lock database, coordinating the delivery and retrieval of Library Annex materials, and monitoring and recording temperature and relative humidity readings throughout the building.
• Acts as backup for the Operations Manager in their absence.

10% Events Coordinator

• Coordinates Libraries, University, and public events by confirming set-up and equipment needs and obtaining necessary approvals.
• Oversees the preparation and set-up of events, meetings, and receptions.
• Ensures public rooms are in proper order.

10% Other Duties

• Occasionally staffs the Reading Room and works individually with researchers when a staff member or student assistant is unavailable to work their shift or when Reading Room hours are extended to accommodate researchers.
• May assist colleagues with instruction sessions and tours.
• May assist with developing content for the Spencer blog and other Public Services initiatives, working under the direction of the Head of Public Service and with other colleagues in Spencer and KU Libraries.
• May include service and committee work within KU Libraries.

Position Requirements

This position requires some work on Saturdays during the spring and fall semester.

Required Qualifications

1. High school diploma or GED equivalency.
2. Two years of office experience OR two years of post-secondary education.

Additional Candidate Instruction

A complete online application consists of the following:

• Cover letter addressing how the required and preferred qualifications are met
• Resume/CV
• Contact information for three professional references

Only complete applications will be considered.

Application review will begin on Tuesday, October 15th. To ensure consideration please apply by Monday, October 14th.