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Framingham State University · 14 hours ago

Library Administrative Assistant II - Framingham State University

Framingham, MA

Full-time

Onsite

Mid Level

$61K/yr - $61K/yr

3+ years exp

Framingham State University is seeking a Library Administrative Assistant II to provide office services by implementing administrative systems in accordance with library procedures and policies. The role involves managing administrative functions, overseeing student interns, and assisting with various library projects and office management tasks.

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Responsibilities

Manages administrative functions in the Library's main office

Performs tasks related to payroll paperwork and contracts for full and part-time staff, contract employees, interns and student workers

Oversees attendance process for full and part-time staff, contract employees, interns, and student workers

Oversees and manages online payroll records for Librarians

Oversees Library interns who report to Library Dean

Assists with new employee onboarding process

Oversees the purchasing of Library supplies, furniture and equipment, and prepares related documents and reports for the Library Dean

Processes memberships and software

Maintains account and billing records for Library equipment, furniture, supplies, expenses, etc

Supports office and software budget

Supports grant management and donations to the Library by overseeing budgets and reporting to the Library Dean

Maintains office files of reports, correspondence, budgetary materials, financial and statistical data, and expense reports

Distributes daily mail

Handles travel and conference arrangements and reimbursements

Provides administrative assistance with Library programs

Manages Library meeting room schedule and exchanges information with other campus departments regarding reservations

Liaison to the Facilities Department related to Library building needs and deficiencies (purchase of new equipment; installation, transfer or disposal of equipment, furniture, etc.; repairs, electrical problems, elevator issues, etc.)

Responsible for annual inventory of Library assets process

Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques

Liaison to the IT Department (hardware and software repairs, quotes, purchases, approvals, installation, etc.)

Provides information by answering questions and requests by phone or by email, makes appointments, receives visitors, and is the initial contact for Library administrative matters for faculty, students, staff and representatives of outside organizations and suppliers of Library materials, equipment and services

Maintains supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipts of supplies

Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing professional networks

Contributes ideas to Library team events activities

Supports all functions related to planning and implementing Library programming including food orders, vendor travel arrangements, payments and reimbursements, and marketing

Assists Library Dean in daily responsibilities and with projects as needed

Qualification

Office managementBudgetingRecords managementMicrosoft OfficeMultitaskOrganizational skillsWork independently

Required

Three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management

Experience in one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management

An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience

An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience

Experience with Microsoft Office, especially Excel

Strong organizational skills

College degree

Ability to multitask, follow detailed instructions, and prioritize tasks

Ability to work independently and take initiative