Special Assistant to the University Librarian

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

University Library

Time Type:

Full time

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

Excluded

Job Description:

Summary:

The Special Assistant to the University Librarian is a pivotal role that coordinates, oversees, and performs wide executive - level support for the University Librarian by anticipating the needs and responsibilities of the University Librarian . This position requires a strategic leader who is engaging, and empathetic, with exceptional communication expertise . The incumbent provides leadership for the Library’s communications and community engagement strategies . This includes creating and implementing internal and external communication plans, establishing diverse strategic partnerships, organizing event programs, and publishing communication outlets such as internal newsletters and annual reports . This position actively participates in and engages with activities of the Office of the University Librarian, including monitor ing strategic projects and initiatives, particularly regarding communication, marketing, and library event programs. This incumbent develops and coordinates library workflows, communications and procedures for all work done in direct support of the University Librarian and the Library Leadership Team and manages the communications flow and dissemination of information from the Office of the University Librarian. Additionally, t his position manages the University Librarian 's business schedules as appropriate; coordinates meetings with the University Librarian and prepares professional correspondence on behalf of the University Librarian ; handles editing and writing tasks; and manages University Librarian records and files for efficient document retrieval, including academic processes and documentation associated with appointment, reappointment, continu ing appointment, promotion, professional leaves, and governance processes of faculty. As part of a dynamic team within the Library and with our strategic partners, the incumbent provides exceptional leadership to a creative communication team, inspiring success, demonstrating flexibility and adaptability, fostering an environment of collaboration, and modeling ethical leadership behaviors .

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1.) Leadership in Communication and Community Engagement

• Develops, implements, and manages a comprehensive communication strategy for the Library, engaging with various library stakeholders, such as on-campus constituencies, community members, and donors.
  
  

• Develops, analyzes, and reviews communication plans and content using metrics that can be clearly identified and measured. Works in partnership with the Library Leadership Team members in terms of communication strategies and plans.
  
  

• P rovides guidance and strategies for internal and external communications in all media formats, collabora ting with all library departments and units.
  
  

• Represents the Library in campus communication groups an d teams, collaborating with communications professionals across all units on campus .
  
  

2.) Strategic Project Management

• Provides project management support for the Library’s strategic priorities . In collaboration with the Library Leadership Team, monitors a working schedule for multiple projects, identifies major phases of projects, and maintains a list of tasks for each project with their start and finish dates for review regularly t o ensure major phases of deadlines are met. I dentifies overlap of project resources and assist s in anticipating any potential limiting factors or constraints for effective project management.
  
  

• Plan s and manages strategic projects and initiatives regarding communication, marketing, and outreach.
  
  
• Serves as the main coordinator for the weekly Library Leadership Team meetings and other administrative activities .
  
  
• Incumbent will also be responsible for s cheduling meetings, record ing minutes, and communicat ing meeting decisions and outcomes with Library personnel and stakeholders.
  
  
• Serve s as a general resource for strategic and other project planning activities coordinated by the Library Leadership Team .
  
  

3.) Supervision and Team Leadership

• Hire s, train s, evaluate s, and supervise s the Communication Coordinator and the Library Program Coordinator as well as student employees in the areas of communication, marketing, and library event programs.  
  
  
• Provide s timely feedback on employees’ job performance.
  
  
• Help s staff develop talents and skills in support of library communication, marketing, and event operations.
  
  
• Foster s a professional and caring w orking environment of teamwork, collaboration, and high performance.
  
  

4.) Executive Support

• Oversee s the University Librarian 's business schedules and correspondence .
  
  
• Anticipate s the responsibilities of the University Librarian, independently determine s importance of requested meetings, prioritize s schedule appointments, and coordinate s complex schedules to accommodate the needs of the U niversity L ibrarian .
  
  
• Oversee s the maintenance of the records managements system for the University Librarian ’s administrative correspondence, records, and reports, allowing for efficient document retrieval and accurate record preservation.
  
  
• Manage s official documents and files regarding faculty governance and actions such as appointment, reappointment, continuous appointment, promotion, and professional leaves.
  
  
• Collaborate s with the Director of Administrative Services in the preparation of annual Library faculty merit reviews and other faculty actions. This includes drafting letters, contracts, search committee charges, offer letters, statements, notifications, and filling and coordinating the required document checklists for the Office of the Dean of Faculty.
  
  

5.) Other Duties

Competencies:

• ​ Prioritizing and Organizing ​.
  
  

• ​ Developing Plans ​.
  
  

• ​ Collaborative Leadership ​.
  
  

• ​ Acting Strategically ​.
  
  

• ​ Driving Continuous Improvement ​.
  
  

• ​ Building and Supporting Teams ​.
  
  

• Evaluating and Implementing Ideas ​.
  
  

• ​ Making Accurate Judgments and Decisions ​.
  
  

Supervisory Responsibility:

• Supervises two full-time staff positions (Communication Coordinator and Library Program Coordinator).
  
  

Salary Range:

• $77,470-$85,000 annually.
  
  

Position Type/Expected Hours of Work

• Monday-Friday, 35 hours a week.
  
  

• Flexibility in work hours will be required to accommodate the University Library's needs.
  
  

• Hybrid (On Campus 3-4 Days/Week),
  
  

Required Education and Experience:

• ​ ​ Bachelor's degree or equivalent ​ Bachelor’s degree in a relevant field (communications, marketings, community engagement, etc.)
  
  

• ​ ​ 3-5 years of relevant experience ​.
  
  

• In-depth knowledge of best practices, issues, technologies, and trends in marketing, advertising and promotion, and communications including social media.
  
  

• Ability to understand the goals, strategy and planning of an organization and translate that into compelling communication and outreach strategy and content.
  
  

• M ust be able to handle confidential information and materials with discretion .
  
  

• S ensitivity to and appreciation for cultural diversity .
  
  

• Experience writing and managing digital communications – social media, website and other e-communications.
  
  

• Demonstrated experience in exceptional team management, supervising, developing, and evaluating team members.
  
  

• E xperience involving research and writing in a collaborative work environment ; strong orientation to team culture and cross-functionality .
  
  

• Outstanding written /verbal communication and presentation skills .
  
  

• Experience in working in a fast-paced, complex environment.
  
  

• Excellent interpersonal skills and ability to receive and provide constructive feedback .
  
  

• High initiative, self-starting capabilities; demonstrated ability to identify and seize opportunities for complex and uncertain contexts without direction or oversight .
  
  

• Demonstrated ability for problem-solving .
  
  

• Ability to stay positive and productive in the face of uncertainty and ambiguity .
  
  

Preferred Education and Experience:

• ​ ​ Master's degree or equivalent ​.
  
  

• Master’s degree in communication or administration.
  
  

• ​ ​ 4-6 years of relevant experience ​.
  
  

• A dministrative experience supporting a senior level official or executive in higher education.
  
  

• Experience with g raphic design and video abilities.
  
  

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options .

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
  
  
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
  
  
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  
  
• American University is an E-Verify employer.
  
  

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.