For a full job description and to apply, please visit our jobsite at http://jobs.fitchburgstate.edu
General Statement of Duties: Provides administrative support to the Executive Director of the Library as well as the Public Services, References, Serials, and Technical Service areas within the library. Performs miscellaneous office duties: monitoring department inventory/supplies, serves as a primary liaison for the department, sorting and distributing mail, maintaining department files, and assisting with special projects as applicable. Assists with the administration of library finances, in particular procurement, report preparation, purchasing, and payment activities. Manages and maintains personnel and payroll records for full-time and part-time staff including student assistants. Assists with the coordination of academic events and initiatives.
Duties & Responsibilities:
Perform administrative office duties for the Executive Director of the Library: monitors department inventory/supplies, serves as a primary liaison for the department, sorting and distributing mail, maintaining department files, and assisting with special projects as applicable. Manages office procedures using Microsoft Office software and varying technologies.
Manage administrative aspects of the library's annual budget which includes utilizing BANNER and SDA crystal reports for requisitions and expenditures, reconcile monthly credit card charges and statements, work with staff members in the Financial Services department; verify goods/services received, resolve discrepancies; assist with budget preparation by researching and preparing budget paperwork.
Maintain records for the various income accounts and grants, e., Foundation, Special Programs, and the Gallucci-Cirio endowment, etc., and maintain the library's Work Study funds.
Coordinate with the Executive Director of the library on the planning and execution of academic events and initiatives.
Assist Executive Director of the Library on special projects for Committee involvement on This may include maintaining and updating committee lists and meeting schedules and also facilitating bulk mailings of committee information.
Manage all contract paperwork for part-time and temporary employees; hiring and assigning of student assistants; set up paperwork for employment; monitor payroll attendance records for full-time library staff members and Work Study accounts; prepare and electronically provide weekly attendance reports and reconcile the weekly payroll reports from the Payroll
Assist the professional staff with the preparation of workshops or conferences; assist staff with travel and travel requisitions, and also work with library faculty search committees to arrange travel, schedules, reimbursement, etc.
Order office and library-specific supplies for all library departments; maintain the Library’s vendor files and researches and recommends new vendors for the purchase of supplies.
Prepare miscellaneous reports g.: part-time employee and student hourly totals (semester/yearly); Library personnel and Library hours, sections for the Library's annual report; assists with the preparation of the Financial Report section of the Library’s annual report; prepare the library key list report and monitor keys kept in the key box.
Responsible for drafting, editing, and posting all approved minutes as required for staff meetings.
Supervise student assistants working for the Executive Director's office.
Perform other tasks as needed in the library.
Qualifications Required at Hire:
Experience in a fast-paced customer services focused office and or a library department.
Experience with financial records, transactions, budgetary oversight and record keeping.
Knowledge of Library services and materials preferred.
Ability to manage multiple tasks, to work independently, and to cooperate with various departments within the Library and to work with numerous offices on campus.
Knowledge/experience with all types of office equipment including: computers, printers, fax machines, adding machines, photocopiers, microfiche reader/printers, telephone voice messaging system.
Proficient with word processing packages, spreadsheets, database managers, email and Internet required.
Detail oriented and highly organized, good judgment, confidentiality, maturity, and professional manner.
Satisfactorily pass a check conducted by the Criminal History Systems Board (CORI check).
Ability to perform above duties with or without reasonable accommodation.
Qualifications Acquired on Job:
Knowledge of Library Office policies and procedures.
Knowledge to correctly process requisitions and invoices according to policies and procedures in the various Financial Services offices i.e. procurement, accounting, etc. including online/electronic requisitions and using the Pro Card credit for invoice payments.
Enhanced knowledge of workstation by attending workshops offered by the IT department for various software applications, i.e. Microsoft Word, Excel, Access, Outlook.
Knowledge to connect to the Banner System in order to access Department financial records for the purpose of checking account balances and procurement activity.
Knowledge to access the JP Morgan web site to verify status of charges and assign a FOAPAL to each charge to ensure the proper accounts are debited, to maintain correct documentation and to reconcile monthly statements.
Minimum Entrance Requirements:
Applicants must have at least two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, any equivalent combination of the required experience. An Associate's or higher degree with a major in business administration, business management or public administration is preferred.
Fitchburg State University, located in Fitchburg, Massachusetts, is a public institution dedicated to integrating high-quality professional programs with strong liberal arts and sciences studies. Founded in 1894, the university now has more than 30 undergraduate programs and 22 master's degree programs, and 7,000 full and part-time students.