Assistant to the Dean of the Library

Fairfield University is a co-educational, comprehensive Jesuit university with a 200-acre campus located along the scenic shoreline community of Fairfield, CT. The University is comprised of approximately 3,500 undergraduate and 1,200 graduate students pursuing degrees within 5 schools: The College of Arts and Sciences, The Charles F. Dolan School of Business, The School of Engineering, The Marion Peckham Egan School of Nursing and Health Studies, and School of Education and Human Development. As an expression of our Jesuit, Catholic mission and identity, Fairfield embraces a liberal humanistic approach to education, encouraging critical thinking, cultivating free and open inquiry, and fostering ethical and religious values.

Job Description:

DIVISION: Academic

UNIT: DiMenna-Nyselius Library

BASIC FUNCTION: Performs and oversees a range of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills which would include assisting with budget administration and control, specialized recordkeeping and database management for the Dean of the Library; coordinates schedules, appointments, program functions, special events, and travel arrangements, as appropriate; serves as a central point of liaison with other departments and external constituencies; maintains financial accounts, library room reservations, prepares all budget requests and payments and assists with budget preparation.

UNUSUAL WORK CONDITIONS: Physical requirements: mobility; must be able to lift materials off shelf. Availability for evening and weekend work, as needed, is required.

EDUCATION: Associate’s degree or equivalent required. Bachelor’s Degree preferred.

ESSENTIAL EXPERIENCE: Three years or more in an office-related environment, previous experience in a library or higher education environment a plus. Excellent communication skills, both oral and written. Excellent organizational, multi-tasking and interpersonal skills. Computer literacy and demonstrated knowledge of Workday, Zoom, Microsoft Word, Excel, and PowerPoint as well as other computer software packages. Advanced or expert knowledge and skills, such as specialized recordkeeping and database management. Commitment to diversity, equity, and inclusion.

EXEMPT: No

SUPERVISION OF PERSONNEL: No

REPORTS TO: Dean of the Library

ESSENTIAL FUNCTIONS:

Performs and oversees a range of diverse administrative, staff support, and planning activities for the Dean of the Library and the department. This includes:

• maintaining appointment schedule and system of reminders for appointments, reports, and recurring events, including follow-up,
  
  
• coordinating meetings, program functions, and special events, including set-up and clean-up,
  
  
• coordinating travel and conference/seminar arrangements for Dean and library staff,
  
  
• managing library building reservations and hours signage in both physical and digital formats,
  
  
• photocopying and scanning,
  
  
• coordinating the logistics of the hiring process,
  
  
• coordinating new-hire onboarding processes,
  
  
• maintaining documentation of library policies and procedures.
  
  

Serves as liaison and principal resource for inquiries regarding library matters which require initiative, independent judgment and well-developed oral and written skills necessary to interface effectively with the Senior and Academic Leadership, committees, external constituents, and all levels of University management, faculty and staff. This includes:

• establishing and maintaining effective working relations with those contacted during the course of performing daily functions,
  
  
• processing and managing confidential divisional/departmental information as required,
  
  
• speaking and writing effectively,
  
  
• interpreting and applying standards and procedures of the division and University,
  
  
• maintaining library personnel records,
  
  
• maintaining office files and library supplies areas.
  
  

Maintains financial accounts and prepares all budget requests and payments as designated by the Dean of the Library. This includes:

• accessing Workday to determine availability of funds,
  
  
• assisting with budget control by compiling budget spreadsheets and reports for annual budget recommendations,
  
  
• attending monthly budget meetings and updating operating budget and Dean discretionary gifts status reports,
  
  
• processing payment requests, purchase requisitions, stock requisitions, budget and charge revisions, employee expense reports, etc.,
  
  
• investigating and resolving financial discrepancies for operating budget.
  
  

Coordinates and facilitates day-to-day operations and special projects for the Dean and library staff. This includes:

• greeting, assisting, referring, and screening students, staff, visitors, and telephone callers,
  
  
• responding to routine and complex requests for information,
  
  
• typing correspondence, memoranda, letters, reports, proposals, etc., for library staff as required,
  
  
• aiding with special projects as assigned,
  
  
• contacting appropriate personnel in response to repair items,
  
  
• tracking office supplies and ordering replacements as necessary,
  
  
• providing back-up for placing work orders when needed,
  
  
• performing routine inspection of building for issues requiring work orders,
  
  
• attending meetings to take minutes, as requested.
  
  

Participates in the growth and development of the Library. This includes:

• embodying the mission and values of the Library and the University in our everyday work life,
  
  
• communicating effectively with supervisor concerning pertinent Library and/or University matters,
  
  
• assisting in the discussion and formulation of policies and procedures,
  
  
• keeping current with developments in job responsibilities,
  
  
• acting as a responsible participant in staff, committee, and/or task force meetings,
  
  
• attending and participating in Library and University events.
  
  

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

Category:

Academic - Staff

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Load a resume or CV first, then upload supporting documents including a cover letter at the bottom of the third page under the "My Experience" section where it says to upload a Resume/CV. You will be able to upload up to 5 other documents in this section. You will be unable to edit your application, so please have all documents available before applying. Faculty Positions : If you need to upload more than 5 documents, please either combine them to upload or email the additional documents to the applicable contact in the job description. Staff positions : If you need to upload more than 5 documents, please either combine them to upload or email them to hr@fairfield.edu