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Library Administrative Specialist

Providence College
Rhode Island, United States
Salary Not Specified
Start date
Aug 24, 2023

Job Details

Founded in 1917, Providence College (PC) is a premier Catholic liberal arts institution steadfastly committed to academic excellence through a dynamic core curriculum, a distinctive Development of Western Civilization Program, and abundant experiential learning opportunities. The only U.S. higher education institution administered by the Dominican Friars, PC is committed to providing a variety of opportunities for intellectual, social, moral, and spiritual growth in a supportive environment. Providence College believes that cultural and intellectual pluralism is essential to the excellence of its academic programs, and strives to foster an academic culture and campus community reflecting the global environment in which we live and work.

The approximately 105-acre campus is situated in Rhode Island’s capital city and is close to the many cultural and educational offerings of Rhode Island’s “renaissance city.” Additionally, Providence is located an hour from Boston and just a few hours from New York City.

For years, Providence College has been recognized in the U.S. News & World Report “Regional Universities – North Category” and has been commended by several other ranking publications.

Posting Details

Position Information

Position Title
Library Administrative Specialist


Provide administrative support for the Associate Library Director and Library Director, and all library staff.

Essential Duties:
  • Manage the budgets and financial processes for the library and all library departments. Monitor departmental budgets on a regular basis to ensure appropriate allocation of funding. Coordinate purchasing for the library and serve as liaison to Financial Services to ensure that payments are made timely and accurately. Serve as liaison between vendors and library staff.
  • Coordinate office workflows and building operations. Communicate regularly with Associate Library Director, Library Director and department heads to ensure that work is prioritized, and deadlines are met. Maintain calendars for library building and spaces, including the use of library-specific technology (LibCal) and handle routine communication about library hours and availability. Maintain accurate files pertaining to library business and building operations. Act as primary liaison between the library and the College’s Physical Plant and the Office of Public Safety.
  • Assist the Collections Services department with acquisitions and electronic resources as needed. Track and distribute receipt of serials, assist with usage data analysis and update spreadsheets, communicate with vendors and keep track of invoices.
  • Assist the Access Services department with circulation functions, including regular weekly hours on the circulation desk; assist with stacks maintenance projects including weeding and other forms of collection refinement, inventory and other collection maintenance, and shifting.
  • Serve as the primary point of contact for signage requests in the library. Communicate with college departments and individuals around signage policies and procedures. Use the College’s digital signage tool to populate the TV screens in the library. Maintain library bulletin boards. Coordinate with library staff and Academic Media Services to create or update signage as needed.
Marginal Duties:
  • Schedule, plan and assist with events, workshops, meetings and trainings in the library. This includes space designation, procuring food and drink, and communicating with outside guests or speakers and working with College Events as needed.
  • Perform all other duties as may be required.
Education and Experience Required
  • Associates Degree from an accredited institution required.
  • One to three years’ experience in an academic library working with students, faculty, and staff or an equivalent combination of education and experience.
  • Highly organized, responsible, and deadline driven.
  • Exceptional customer service skills and high emotional intelligence.
  • Strong office management skills.
  • Strong office technology skills, including word processing, spreadsheets, presentation software and communication tools, and the ability to quickly learn new technology.
  • Ability to maintain highly accurate records and strict confidentiality.
Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Sitting in a normal seated position for extended periods of time
  • Reaching by extending hand(s) or arm(s) in any direction
  • Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
  • Communication skills using the spoken word
  • Ability to see within normal parameters
  • Ability to hear within normal range
  • Ability to move about
Employee Status
Full Time

Salary Grade
17 (Min. $37,019/Mid. $48,125/Max. $59,231)

Salary Information

Employees are normally hired between the minimum and the midpoint of a position’s grade range to which a position has been assigned, depending on experience and qualifications.

Union Status


If other, please enter regular schedule.

EEO Statement

Providence College does not discriminate against any person because of race, color, national and ethnic origin, sex, gender, except where gender is a bona fide occupational qualification, sexual orientation, gender identity, religion, disability, age, veteran status, or genetic information. The College will develop, and from time to time update, an affirmative action program and will insist on a good-faith effort on the part of its employees to comply with the program. The College will request and expect its agents and those with whom it conducts its affairs to meet the commitment of this important program.

Posting Detail Information

Requisition Number

Closing Date

Open Until Filled

Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed To Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents


Providence College

Providence College, a primarily undergraduate, liberal arts, Catholic institution of higher education in Rhode Island conducted under the auspices of the Dominican Friars, seeks candidates who can affirm and contribute to its mission. The College is committed to creating a diverse, inclusive environment that supports all of its students, faculty, and staff. All members of the community share a responsibility for creating, maintaining, and developing a learning experience valuing differences and practicing inclusion. We invite applications from qualified individuals who possess the experience, knowledge, and commitment to work within a diverse learning environment. Women and minority candidates are strongly encouraged to apply. Providence College is an equal opportunity employer.

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