Administrative Assistant and Purchasing Coordinator, University Libraries, Mount Saint Mary’s University

Mount Saint Mary's University

The Administrative Assistant/Purchasing Coordinator (AAPC) supports the administrative and business functions of the department. The AAPC processes library expenditures, monitors the budget, and compiles statistics, documents, and files. The AAPC serves as an assistant to the Director, assisting with correspondence and phone calls, maintaining files, scheduling meetings, compiling reports, creating agendas and taking minutes. The AAPC creates library newsletters and emails, signs and promotional materials, and helps coordinate library programs.

Reporting to and under the general direction of the Director of Libraries, the Administrative Assistant/Purchasing Coordinator assumes the following responsibilities:

Duties and Responsibilities:

Administrative Assistant

  1. Assists the Director with administrative responsibilities, including budget analyses, reports, personnel management, outreach, communications, and special projects
  2. Manages the Director’s calendar and deadlines; schedules meetings, creates and distributes agendas and minutes
  3. Oversees the organization and maintenance of administrative and departmental documents, including files, notes, policies, and other documentation; creates, organizes, and maintains an electronic space for shared library documents
  4. Compiles statistics, reports, and analyses as needed
  5. Under the direction of the Director, creates library e-newsletters, promotional materials, signage, and display materials; takes photographs of library events and spaces and stores them electronically
  6. Creates and submits expense reports for Director; tracks expenses for other library personnel
  7. Receives guests to the Library Administration Offices and assists them with their needs
  8. Makes travel arrangements for the Director as needed

Purchasing and Budget Management

  1. Under the general direction of the Director of Libraries, monitors, manages, and analyzes the library budget, reviewing and generating monthly reports of budget status and expenditures
  2. Prepares all purchase orders for library equipment and supplies, researching specifications as needed
  3. Receives and prepares invoices for review and signature of the Director to process for payment
  4. Serves as the primary library contact with the University’s accounts payable office, troubleshooting as needed and bringing problem areas to the attention of the Director
  5. Collaborates with the Assistant Director, Collections, the Electronic Resources Librarian, and the acquisitions team to log and pay invoices for library materials in all formats, securing the authorization signature of the Director as needed
  6. In collaboration with Human Resources and the Director, oversees the processing of library personnel transactions and onboarding of new employees
  7. Handles routine maintenance projects, serving as the primary contact with Facilities; serves as the lead for minor building projects; assists the Director with major building projects and renovations
  8. Oversees library operations for shipping and receiving, working closely with Mail Services, Library Access Services, Collections and Acquisitions, and Transportation to ensure speedy delivery of items

Other Duties and Responsibilities: 

  1. Collaborate with librarians and staff at both campus libraries to ensure optimal service is provided to all members of the MSMU community
  2. Provide friendly assistance to library patrons as needed, referring to appropriate library staff
  3. Working days, evenings, and/or weekends at either campus may be required
  4. Assume other responsibilities as assigned by the Director of Libraries
  5. Perform other duties as needed


Requirements:

Knowledge:

  • Knowledge of standard office procedures, communications, and protocols in a professional environment
  • Knowledge of digital and print filing systems; experience with Office365 preferred
  • Knowledge of privacy and confidentiality protocols; email and phone etiquette
  • Standard office applications, including Microsoft Word, PowerPoint, Excel, Adobe Acrobat, graphics and publishing applications
  • Knowledge and ability to use Tableau or other data visualization software preferred
  • English language proficiency required; Spanish or another second language desired

Abilities and Skills: 

  • Exemplary writing, editing, and formatting skills; ability to write engaging and accurate articles, blog posts, and summaries
  • Strong reading comprehension skills and attention to detail
  • Strong website, internet, and online application skills; ability to evaluate websites for credibility
  • Ability to learn and apply new technologies quickly
  • Ability to create and design reports, documents, newsletters, and presentations
  • Skill with spreadsheet applications for financial or budgetary purposes
  • Ability to be flexible, adapt, and learn new skills
  • Ability to work well with diverse students, faculty, and staff
  • Ability to uphold University policies and the Mount’s code of conduct
  • Strong communication skills and excellent writing skills
  • Strong grasp of English language, grammar, and spelling
  • Exemplary organizational and project management skills
  • Ability to manage and prioritize multiple projects and meet deadlines
  • Ability to work well in a diverse, collegial, and team-oriented environment
  • Demonstrated initiative and ability to be proactive and complete tasks independently
  • Demonstrated customer service orientation
  • Ability to maintain confidentiality and privacy in the workplace

Education: 

  • BA/BS from an accredited university

Experience:

  • Experience writing college-level research papers, blog posts/news articles, reports, formal documentation
  • Experience with planning events and programs; experience promoting events on social media platforms preferred
  • Experience managing a budget or expenses preferred
  • Experience analyzing data and summarizing results preferred
  • Experience managing an Outlook calendar preferred
  • Experience as an administrative assistant in an office setting preferred
  • Experience with purchasing, accounts payable and receiving preferred


Additional Information:

Work Location:  Both Chalon Campus (West Los Angeles) and Doheny Campus (Downtown Los Angeles)

Start Date:  Immediately

Applications Deadline:  Open until filled

The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.


Application Instructions:

Please submit cover letter and resume.

https://msmu.interviewexchange.com/jobofferdetails.jsp;jsessionid=13E5B84C555F1EF3406DCDE1113E90B0?JOBID=104608#

About Mount Saint Mary’s University:

Mount Saint Mary’s is the only women’s university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equality, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary’s provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu.

Mount Saint Mary’s University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required.

 

To apply for this job please visit msmu.interviewexchange.com.


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