What are the responsibilities and job description for the Executive Assistant, Furman University Libraries position at Furman University?
Executive Assistant, Furman University Libraries
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Job Title:
Executive Assistant, Furman University Libraries
Job Family:
Administrative Support
Full-Time/Part-Time:
Full time
Compensation Grade:
6H
Pay Type:
Hourly
Department:
Library
Job Summary:
Reporting to the Director of Libraries, the Executive Assistant provides high-level administrative support to the Furman University Libraries helping achieve our vision to be a "campus leader in the advancement of diversity, equity, and inclusion by creating a welcoming environment where every member of the Furman community can connect, discover, and learn". Responsibilities include: building relationships and collaborating with those in the libraries and throughout campus, planning and coordination of special events, creating effective print and digital publications and communications, budget administration, project management, and general office functions. Work is performed with autonomy within the scope of established policies and procedures. The position is a twelve-month, full time, 37.5 hour per-week position that includes benefits. Flexible hours and occasional remote work is negotiable.
Job Description:
Responsibilities
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Builds relationships, and collaborates with colleagues in the libraries, throughout the university, with students, alumni, and the broader Greenville community.
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Plans and coordinates major events such as the annual Faculty Scholarship Reception. This includes, but is not limited to: invitations and programs, speakers and presentations, decorations, event set-up and break-down, and food/beverage selection.
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Uses Workday to monitor and maintain the Library's budget. Creates supplier invoices, check requests, deposits, and purchase requisitions. Processes and reconciles credit card purchases for the department and library personnel. Organizes and archives financial records and reports and tracks project and event expenses.
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Collaborates with others to recommend and manage adjustments in the use of library spaces. Works with Facilities Services, custodial staff, University Police, ITS and other groups and individuals to coordinate projects related to the Libraries' physical space. Maintains and administers reservation systems for scheduling space in the Duke Library. Orders supplies and furniture.
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Assists with creation of documents including surveys, reports, event invitations, and programs. Coordinates, writes and edits articles, formats, and publishes Fulcrum, the Libraries' newsletter.
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Processes travel requests and assists with conference and travel requests, reservations, and receipts. Coordinates guest travel and lodging arrangements, catering, and other university services.
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Uses Raiser's Edge to access donor information and to create lists and correspondence; works with Development to plan Dins Day mailings and social media. Communicates with scholarship recipients and coordinates award distribution.
- Greets guests and visitors, and answers and directs phone calls and e-mails. Schedules and prepares documents for meetings, interviews, events, and calls. Manages calendars, edits documents, and maintains contact lists for donors, students, and newsletter signup. Schedules interviews, department, and committee meetings. Assists with onboarding new library employees.
Minimum Qualifications
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Associates degree and/or 2 or more years of experience in an office environment.
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Exceptional interpersonal skills. Ability to work cooperatively and tactfully with co-workers, faculty, staff, patrons, and students.
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Ability to work independently with minimal supervision or daily directives, and to effectively follow instructions.
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Ability to set priorities, multi-task, make complex decisions, and effectively meet deadlines.
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Project management skills, specifically in planning and organizing events.
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Proficiency in office software (MS Word, MS Excel, PowerPoint, Publisher, Adobe Acrobat), electronic mail, and academic/accounting software.
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Willingness to learn how to create accessible digital documents.
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Excellent written and oral communication skills.
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Ability to create and complete forms and surveys, analyze data, prepare worksheets and reports, and provide information accurately, completely, and in a timely manner.
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Ability to manage budgets, accounts payable and receivable.
- Attention to detail, ability to proof read, find, and correct errors that may occur during the normal course of work.
Preferred Qualifications
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Bachelor's degree in related field and/or 5 year of experience in an office environment.
- University or library experience.
Work Environment
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This position maintains confidential and sensitive materials and information. Strict confidentiality must be maintained in performing job duties.
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Work takes place in an office environment.
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Work may require some light lifting and movement of materials.
- Occasional evening or weekend may be required (for special events).
Salary and Benefits
Salary commensurate with experience. Benefits include medical, dental, vision, life plans, and retirement plan (TIAA). Conference and professional development support will be a part of this position.
Application Information
Interested applicants should submit:
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a letter of application
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a resume
- a diversity statement that describes how their education, professional experience, and life experiences might contribute to a liberal arts university that includes a commitment to diversity, equity, and inclusion as one of its core values
- the names and contact information for three professional references. Transcript requests and background checks will be conducted in the final stage of the hiring process.
Review of applications will begin on: August 15, 2022.
Education Requirements:
Certification Requirements:
Job Posting End Date (if date is blank, posting is open ended):
To apply, visit https://furman.wd5.myworkdayjobs.com/en-US/Furman_Careers/job/Main-Campus/Executive-Assistant-Furman-University-Libraries_R001827
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.jeid-92997c49cfa465499b62f1469d0d203a
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