Administrative Assistant for the Associate University Librarian in Library Information Technology (LIT)
Ann Arbor, MI
Job posting number: #7100721
Posted: May 24, 2022
Application Deadline: Open Until Filled
Job DescriptionHow to Apply
Please provide a resume that documents your knowledge, skills, and experiences that are relevant to this position. A cover letter is required for consideration for this position and should be attached to the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. Applicants should submit a cover letter, a resume, and one optional writing sample that demonstrates their written communication skills as one file (due to system limitations). Please note that if you are considered for an interview, you may be asked to provide several professional references.
The University of Michigan Library is one of the world’s largest academic research libraries and serves a vibrant university community that is home to 19 schools and colleges, 100 top ten graduate programs, and annual research expenditures exceeding
$1.5 billion a year. To enable the university’s world-changing work and to serve the public good, the library collects, preserves, and shares the scholarly and cultural records in all forms, and leads the reinvention of the academic research library in the digital age. The U-M Library’s Library Information Technology (LIT) division consists of
+50 staff members in five departments, who design, develop, manage, and maintain a flexible and reliable technology environment in support of the library’s mission.
The Administrative Assistant for the Associate University Librarian (AUL) for Library Information Technology (LIT) reports to the AUL for LIT and supports the strategic, business, and logistical excellence of the LIT division and the integrity of the “Office of the AUL.” This position (a) plans and coordinates work, manages confidential inquiries, and helps to review and prepare issues coming to and from the AUL and (b) is responsible for facilitating and ensuring the smooth flow of communication and human interaction around administrative processes and LIT's strategic initiatives. This position works directly with the AUL and the AUL's senior leadership team to become increasingly familiar with the division’s needs and may represent the AUL in high frequency or cyclical matters. The position also serves as a member of the library’s team of administrative professionals and works collaboratively across the organization to provide consistent levels of support.
The Library is committed to recruiting and retaining a diverse workforce and encourages all employees to incorporate their diverse backgrounds, skills, and life experiences into their work. Please view The Library’s Diversity Strategic Plan here.
Proactively manage AUL’s calendar and perform complex scheduling and coordination of meetings with both internal and external parties and perform meeting management to ensure the collection and follow-up of agenda items and the tracking of actions and accomplishments.
Arrange for AUL’s programmatic travel decisions, tracking, and communication.
Coordinate AUL’s travel expenses with Shared Services for timely statement reconciliation.
Monitor payroll and timesheet calendars and approve timesheets as a delegate.
Prepare vendor transactions, expense reports, and reconciliation statements.
Manage procurement needs, including facilitating the ordering, receiving, stocking, and distribution of office supplies.
Manage storage and access to divisional budget information in partnership with Library Finance, and assist the AUL with reporting needs and inquiries.
Prepare and manage divisional communications, including emails and intranet content.
Prepare and maintain work documentation, including correspondence, reports, presentations, agendas, and meeting minutes.
Provide event support and management for both onsite and virtual events, including team meetings, division-wide meetings, conferences or invited speaker engagements, and hosting occasions.
Assist and support AUL and search committees with recruitment. Coordinate all travel arrangements and prepare interview itineraries and hosting reservations. Distribute ?nal onsite interview documentation to candidates.
Be an informational resource on behalf of the division.
Support special and high-priority projects and other tasks as assigned.
High school education and five years of relevant experience or equivalent combination of education and experience, including four or more years of increasingly responsible administrative experience.
Experience providing direct administrative support to upper-level management.
Demonstrated initiative, independent judgment, diplomacy, and strong service orientation.
Ability to perform highly responsible, sensitive, and confidential secretarial and administrative duties with professionalism.
Experience with project management principles.
Demonstrated interpersonal, oral, and written communication skills.
Attention to detail and a high level of organization and time-management skills.
Ability to adapt and be flexible to work both independently and as a collaborative team member.
Ability to manage workload under time constraints and conflicting demands.
High level of proficiency in Google or Microsoft Office Suite (Word, Excel, and PowerPoint) and other common office tools such as Zoom and Slack.
Demonstrated ability to (a) understand diverse perspectives and acknowledge the significance of differences and complexities in background, cultures, values, and viewpoints as the foundation for an inclusive environment and to (b) apply and incorporate the library’s mission and values into day-to-day work.