Administrative Coordinator - Law Library - 502237

Administrative Coordinator - Law Library - 502237

Summary:

The Law Library Administrative Coordinator has responsibilities with: the library's physical infrastructure, operational budgets, student employees, and project implementation at the direction of the Associate Dean for Library and Information Services. The position also provides administrative support for the Associate Dean, and work of the library leadership team Infrastructure activities involve serving as the primary point of contact with law school and university personnel with law library physical spaces and facilities, such as student carrels, group study rooms, offices and other spaces. In the area of budgets, tracks expenses and commitments for library budgets, prepares financial reports, and complies with university fiscal policies. In the area of library projects, assists with teaching needs and coordinates library events.

Responsibilities:

Administration: Budget and Financial

• Tracks Law Library budget accounts, and participates in development of annual operating budgets
• Remits department bills, including reconciliation of purchasing card, issuing check requests, preparing journal vouchers, and handling deposits.
• Tracks all library service and maintenance contracts assuring that they are properly entered in the university system and renewed as needed.
• Prepares monthly accounting statements of expenditures, encumbrances, and balances as well as other financial reports as requested.

Administration: Physical Infrastructure

• Serves as the law library's primary point of contact for physical infrastructure, including submission and tracking of work orders for HVAC and environmental needs.
• For special projects and long-term building initiatives, serves as liaison with the project team communicating timelines to relevant stakeholders.
• Monitors library environmental conditions, preparing periodic reports on conditions and space use.
• Communicates with law school staff to coordinate and facilitate access to law library spaces and use of library physical resources.
• Monitors and maintains library furniture and fixtures, including lights, carrels, tables, and related items.
• Monitors and restocks library resources, including office supplies, paper and toner, and related items.
• When requested, investigates equipment leases and purchases, and supplies.

Administrative Projects and Program Support

• Support all aspects of the Associate Dean's academic and administrative functions through maintaining records, assembling data, and compiling reports, making appointments and doing other routine office matters.
• Supports projects such as library instructional efforts to extend the law school's mission, at the request of the Associate Dean for Library and Information Services.
• Provides administrative support for the library leadership team and for the library faculty in their teaching and related duties.
• Coordinates logistics for library-supported activities and events hosted in our spaces.

Student Employment, Personnel, Travel

• Assures that all student workers have completed necessary paperwork to be hired and that time sheets are submitted.
• Tracks hours of student workers to assure that library department usage of student workers is within their budget allocations.
• Assists with the onboarding process for new law library employees, such as managing keys, card access, and office needs
• Coordinates travel, logistics and communications activities, such as with law library hiring for full-time employees.

Other

• Coordinates student information needs, such as with orientation, carrel assignment, laptop requirements, and related library policies.
• Prepares statistics to support accreditation requirements and track facilities matters.
• Serves as Law Library liaison with other campus departments such as police, security, telecommunications, and University accounts payable and budget office.
• Serves on Law Library, Law School, and University committees as assigned.

QUALIFICATIONS:

Required

• Basic understanding of the functions of a library in order to best serve students, faculty, staff and the community and possess the following skills and abilities:
• Proficiency in Excel spreadsheets and Word.
• Knowledge of general accounting principles
• High standards for accuracy and attention to detail
• Skill in budget preparation and fiscal management
• Ability to gather data, compile information and prepare reports
• Ability to use independent judgement and to manage and impart confidential information
• Ability to coordinate multiple projects
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Knowledge of supplies, equipment, and/or services ordering and inventory control

Preferred

• Ability to learn specialized software as adopted and implemented
• Organizational ability
• Records management and maintenance experience
• Knowledge of office maintenance principles and procedures

Education & experience:

Required

• 2-4 years of experience with administration, program/project management support
• High School degree or GED required, bachelor's degree preferred.

Preferred

• Demonstrated project management experience
• Library or educational experience

WORK HOURS:

• Full-time, non-exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:
Pay Grade 4 (Hiring Range $17.18 to $21.48 per hour)

EOE