Under the general direction of the Library Facilities Manager, provides administrative support by responding and following up to e-mail, phone, and in-person requests from library staff regarding facilities and custodial problems. Requests key, phone and data services. Conducts walk-throughs of Main and Deering Libraries, recording and reporting any facility or custodial issues. Assists with logistical planning for internal moves. Serves as backup to Library Facilities Manager. Regularly moves furniture and equipment. Performs minor repairs, hangs bulletin boards and posters, installs shelving, etc. Conducts space inventories and prepares reports and spreadsheets, as needed. Staffs Main and Deering entrance desks, when needed.
Please note: Requires some physical labor in order to install, remove or relocate furniture and equipment; must be able to lift up to 30 pounds.
Provide administrative support by responding to phone, e-mail, in-person requests for facility and custodial service for Main and Deering Libraries. Reports problems immediately and accurately to appropriate parties and Libraries facilities manager and director.
Performs walk-throughs of Main and Deering Libraries, recording and reporting any facility or custodial related problems.
Follows up on all work orders to make sure work has been satisfactorily completed.
Requests key, phone and data service for library staff. Enters service requests through FAMIS, the University Facilities Management’s online reporting system, and CONDUITS, NUIT’s reporting system.
Serves as a liaison with University Facilities Management staff.
Regularly called upon to complete such tasks as hanging bulletin boards, doing minor repairs, installing shelving, etc.
Assists with logistical planning for internal moves. Frequently responsible for physically moving equipment and furniture with the assistance of other staff.
Serves as backup for the Library Facilities Manager.
Documents, Databases, Website. IT Responsibilities
Conducts space inventories; prepares reports and spreadsheets; gathers monthly statistics. Proof reads and edits documents.
Serves as work group IT liaison. First point of contact for work group members who have questions about Word, Excel, and other software programs.
Creates flyers and posts signs.
Develops, maintains, revises and expands webpages for work group.
Maintains key database.
Assists with Special Events
Responsible for room set up (including moving furniture) for frequent events occurring throughout Main and Deering Libraries.
Responds to frequent requests for delivery of folding tables and chairs to various locations throughout the library.
Prepares and posts signs for special events.
Entrance Desk Staffing
As needed, serves as the first point of contact when patrons enter either Main or Deering Library.
Provides a welcoming presence and observes/reports any suspicious behavior to Library Security and/or University Police.
Answers directional questions and refers patrons to various staff and departments within the libraries. Interprets existing policies and procedures.
Enforces building use and access policies. Registers non-Northwestern patrons in EasyLobby, our visitor management database.
Responds to emergency situations by following proper protocol.
Responsible for ensuring that library books are properly checked out by verifying information in Alma, our library management database. If alarm sounds, determine what is setting it off.
Attends committee, department, and library-wide meetings.
Attends relevant presentations and workshops.
A high school diploma or equivalent.
Minimum 2 years administrative support or other relevant experience.
Intermediate knowledge of Microsoft Office suite including Word, Outlook, Access, Excel, Power Point.
Facilities related experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Intermediate knowledge of word processing, spreadsheet, email, and database software programs
Customer focus – Regularly monitors customer satisfaction; provides suggestions to improve quality for the customer.
Adaptability – Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
Collegiality – Being helpful, respectful, approachable, and team oriented; builds strong relationships and a positive work environment.
Problem solving – Formulates realistic plans and contingencies and establishes appropriate measurements of anticipated results.
Communication – Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Collaboration – Facilitates open and effective communication, cooperation and teamwork within and outside of one's own team; respects the needs and contributions of others.
Efficiency/Dependability – Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
Initiative – Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
Judgment – Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
Innovation/Creativity – Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.
Organization – Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
Multi-Tasking – Demonstrates ability to work on multiple projects simultaneously.
Experience in a fast paced university setting.
Preferred Competencies: (Skills, knowledge, and abilities)
Project Management skills.
As per Northwestern University policy, this position requires a criminal background check. Successful applicants will need to submit to a criminal background check prior to employment.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highl...y collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.