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Hazy Library Administrative Assistant

Employer
Embry-Riddle Aeronautical University
Location
Arizona, United States
Salary
Salary Not Specified
Posted date
Nov 11, 2021

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Position Type
Faculty Positions, Business & Management, Accounting & Finance, Management, Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Financial Affairs
Employment Level
Administrative
Employment Type
Full Time
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Job Description

Embry-Riddle Aeronautical University’s Prescott, Arizona campus is hiring a Library Administrative Assistant to support the Hazy Library and Learning Center.

The primary function of the Library Administrative Assistant is to manage the financial account requirements for the Hazy Library Department budget. Working with a dynamic team, the successful candidate will provide administrative support to the Library Director and Associate Directors and organizational support for the Hazy Library department. This position coordinates Library facilities use issues.

ESSENTIAL AND RELATED FUNCTIONS

Manages Financial Account Requirements:
  • Completes departmental purchasing and ordering processes. Submits electronic purchase requisitions and credit card orders. Coordinates orders with staff, Business Offices, Purchasing, Accounting, and Materials Management.
  • Establishes and maintains current and accurate Library fund accounting budget spreadsheets by object code. Posts encumbrances and actual expenditure transactions.
  • Adheres to general accounting principles and university policies and procedures.
  • Balances and reconciles spreadsheets with the university financial management applications and reports. Resolves discrepancies.
  • Researches products, materials, and services. Communicates with vendors and representatives. Establishes specifications, requests quotes, and negotiates and confirms pricing to ensure best cost. Prepares Request for Proposal (RFP) or Bid Waiver, as needed.
  • Maintains student employee budget spreadsheets. Prepares monthly budget vs. actual hours.
Provides Administrative Support to Director and Organizational Support for the Library Department:
  • Serves on the Library Management Team. Assists with special projects and assignments.
  • Orders and maintains departmental office and printer supplies.
  • Initiates and prepares reports, charts, graphs, correspondence, memos, letters, statistics and Annual Reports
  • Assists staff with travel arrangements, itineraries, and submitting iExpense reports.
  • Prepares library staff directory and updates organizational chart.
  • Maintains a list of student workers, hire/resignation dates, wage changes, photographs, and contact information.
  • Creates and updates the annual library hours of operation calendar. Notifies campus departments of changes. Updates the Google spreadsheet with changes to library hours.
  • Prepares printing request forms for specialty and large printing jobs.
Coordinates Library Facilities Use Issues:
  • Communicates Library building needs with Locksmith, Facilities, and Materials Management. Submits work orders and ensures issues are addressed.
  • Maintains the Library floor plan and prepares proposed changes, as needed.
  • Maintains inventory of keys and houses spare keys for doors, furniture, and cabinets.
  • Maintains furniture and asset inventory and coordinates repair and maintenance of furnishings.
  • Compiles source documents for the Library Emergency Manual and communicates and coordinates procedures. Maintains and updates Library MSDS sheets and enters them into campus database. Ensures that the grab and go bags, first aid kits, and disaster recovery containers are supplied and up-to-date.
ERAU benefits include:
  • Retirement Plan-ERAU offers immediate vesting and provides a 6% gift and will match up to 3.5% of employee contributions
  • Two BC/BS health plans –PPO and high deductible plan with a health savings account
  • Tuition waivers for employees, spouses, and dependent children
  • Use of various service,: fitness center, library, mailroom and enjoy observation flights
Review of applications begins November 29, 2021 and continues until position is filled. Please include a cover letter.

Visit the Hazy Library and Learning Center: http://hazylibrary.erau.edu

Visit the ERAU Prescott campus homepage at http://prescott.erau.edu

Qualifications

REQUIREMENTS
  • Associate’s degree or completion of program of 18+ months after high school.
  • Experience applying general accounting principles and administrative policies and procedures.
  • Expertise with creating Excel spreadsheets and using financial management applications.
  • Ability to review accuracy and verify data with attention to detail and to analyze budget projections.
  • Experience with office management, preparing and maintaining records, files, and reports.
  • Excellent oral, written, and interpersonal communication skills, both on an individual and group basis.
  • Ability to prioritize work while meeting multiple deadlines.
DESIRED QUALIFICATIONS
  • Ability to work in a team environment of respect, trust, and collaborative working relationships.
  • Knowledge of library operations.
  • Knowledge of Safety and Emergency Preparedness and Recovery procedures.
  • Understands organizational environment and uses confidentiality, sound judgement, and tact.
  • Strong service orientation and commitment to building alliances with all levels of the ERAU learning community.
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