Category : Staff Subscribe : Department : Library Locations : Westminster, MD Posted : Feb 29, 2024 Closes : Open Until Filled Type : Full-time Non-Exempt Position ID : 173183 Share

About McDaniel College :

McDaniel College, recognized nationally among "Colleges that Change Lives" and U.S. News and World Report top-tier liberal arts colleges, is a four-year private college of the liberal arts and sciences offering more than 70 undergraduate programs of study, including dual and student-designed majors, plus 20 highly regarded graduate programs.

At McDaniel College we value our employees by offering our full-time employees tuition remission, 403B retirement accounts, paid time off, medical insurance, flexible spending accounts, life insurance, and paid maternity and parental leave.

For more information about the college's benefits, please click here to review the 2024 benefits guidebook.

Click here to see how McDaniel College employees impact the lives of students.

Job Description :

The Administrative Assistant provides administrative, budgetary, secretarial and special project support to the Library Director and library staff.

• This individual is responsible for financial and statistical tracking and reporting; building administration; office management;
• processing orders and payments; scheduling; correspondence; recordkeeping; assisting with promotional activities and events;

and special projects as they arise. Regularly performs duties of a sensitive and confidential nature. This position requires independent judgment and knowledge of college policies.

Performs a variety of duties where there is little direct supervision and acts as backup for the Circulation & Reserves Manager.

The Administrative Assistant will frequently interact with students, faculty, college staff and the public. The hourly range for this 35hr / week position is $17.00-$17.50.

Basic Responsibilities

• Manages financial and statistical records and provide reports.
• Organizes and monitors all aspects of building administration.
• Provides office management and secretarial support.
• Assists with library promotional activities and event planning.
• Acts as backup for the Circulation & Reserves Manager when no other staff are available.
• Participates in professional organizations and continuing education.
• Participates as a member of the library staff in order to advance the mission and goals of the Hoover Library.
• Performs other duties as assigned.

Specific Responsibilities

Manages financial and statistical records and provide reports.

• Processes payments including preparing check requests, purchase orders, deposits, reimbursements and mileage reports.
• Maintains vendor contracts, equipment maintenance schedules, warranty details and payment records.
• Provides reports on student employee expenditures for staffing analysis and budget planning.
• Prepares contract for graduate assistant position and track budget expenditures.
• Maintains accurate accounting for book sale receipts and petty cash expenditures.
• Prepares letters of gift receipt and donor correspondence.

Coordinates all aspects of building administration.

• Monitors issues in all areas of the building to ensure a safe, secure, clean, and attractive environment.
• Submits and tracks online work orders and liaises with Physical Plant Department and other departments in the library about specific details to ensure accuracy of completed repairs or projects.
• Manages campus use and scheduling for meeting rooms in the library, maintains an online calendar for circulation students for referral when checking out keys.
• Ensures library equipment and furniture is well maintained and in proper working order, reports issues or processes warranty replacements or repair orders when necessary.
• Manages library printers / copiers, including troubleshooting issues, clearing jams, ordering paper and supplies.
• Serves on library committees, including the Building & Safety Committee.

Manages the library's administrative office and provides secretarial support.

• Manage the Library's administrative office files and records through retrieving, retaining, storing, compiling, coding, updating, and destroying files as appropriate.
• Coordinates with Human Resources regarding staff hire and termination paperwork and checklists; orients new hires to library operations.
• Coordinates with Human Resources and appropriate library staff for work study / campus employment and temporary employment hires and terminations.
• Ensures student time sheets are processed and received by Finance in a timely manner.
• Maintains the online staff leave calendar.
• Schedules various meetings for library-related business with library staff and external constituents; takes and maintains agendas and minutes for library staff and committee meetings as needed.
• Prepares correspondence and written reports including confidential materials.
• Answers main telephone line providing information or transferring to appropriate staff.
• Communicates positively and effectively with students, visitors, faculty, and administrators.
• Manages office supplies : receiving, organizing, distributing and restocking.
• Assists library staff with administrative tasks as needed including preparing copy center requests.
• Updates library hours, voice announcement and phone options menu, and ensures accuracy online and in print.

Assists with library promotional activities and event planning.

• Manages room reservations for library events, including furniture arrangement and equipment requests.
• Arranges library event luncheons / refreshments / catering orders; prepares fliers and announcements.

Acts as backup for the Circulation & Reserves Manager when no other staff are available.

• Supervises the work of student employees assigned to the circulation desk.
• Provides information by answering questions and requests.
• Performs circulation services in the absence of student employees.

Participates in professional organizations and continuing education.

Demonstrates maintenance of current skills through professional development.

Participates as a member of the library staff in order to advance the mission and goals of the Hoover Library.

• Serves on library committees and participates in annual planning.
• Cross-trains as needed to provide backup support (e.g. basic circulation training).

Performs other duties as assigned.

Requirements : Qualifications :

Qualifications :

• Associate degree.
• Two years related experience, ideally in an academic setting.
• Word processing and spreadsheet proficiency.
• Experience and aptitude with software and systems commonly used in the academic and library setting such as : Colleague / Datatel, Ellucian Portal, Outlook, and Polaris ILS.
• Office equipment management experience.
• High level of motivation and reliability.
• Demonstrated ability to work responsibly and productively without immediate and continuous supervision.
• Ability to learn quickly and have excellent attention to detail and organizational skills.
• Excellent interpersonal skills, commitment to public service, and ability to foster effective interaction with co-workers, the college community and the general public are essential.
• Excellent written communication skills including knowledge of standard formatting and grammatical techniques for correspondence and report preparation.

Physical Characteristics

This position requires lifting boxes and pushing carts of up to 25 lbs on a regular basis, as well as some bending and stooping;

must minimize exposure to paper / book dust, molds, and vapors from library mending and cleaning products through the use of protective masks and gloves when necessary.

Last updated : 2024-03-02