San Francisco State University · 5 hours ago
Administrative Assistant to the Library Dean - (Administrative Analyst/Specialist, Non-Exempt Range 1) - Library Administration
San Francisco, CA
Full-time
Onsite
New Grad, Entry Level
$4,799/mo - $5,093/moSan Francisco State University is an Equal Opportunity Employer seeking an Administrative Assistant to the Library Dean. The role involves providing administrative support to the Library Administration office, coordinating events, managing communications, and overseeing purchasing and reimbursements.
Higher Education
No H1B
Responsibilities
Monitors the Libadmin email account and records absences on the Libadmin Outlook calendar using established protocols
Coordinates and oversees preparations for library events and meetings, including researching hospitality options; reserving, setting up, and initiating the clean up of reserved rooms; purchasing supplies and hospitality items; and initiating any necessary paperwork
Maintains and updates administratively generated information in Box
Takes notes at meetings of groups such as the Leadership Council and Library-wide meetings
Oversees and ensures the timely and accurate purchasing of supplies and other non-collections related purchases, following all applicable University policies
Assesses supply requests, identifying the best prices and bringing concerns about cost, quantity, and relevance to the attention of the appropriate administrator
Makes purchases with the appropriate procurement card (P-Card) for requested supplies and equipment, obtains approval by the appropriate administrator, and maintains records of credit card expenditures and purchase receipts
Submits monthly expenditure reports for library P-Card approver review
Monitors supply ordering budget, ensuring spending does not exceed budgeted amount and that supply spending expenses are shared with others working with library purchasing and budget
Makes travel arrangements for library employees and takes the lead on travel-related paperwork and payments/reimbursements
Serves as a backup for creating requisitions
Monitors room requests and responds to inquiries within a workday
At least once a week, physically assesses all mediated and unmediated reservable rooms for cleanliness and to ensure that the spaces are configured and equipped appropriately
Reports configuration, technology, custodial, and maintenance issues in reservable rooms to the Building Coordinator and the appropriate administrator, and submits service requests to Facilities Services and technology-related requests to AT as appropriate
Creates and keeps an inventory of furniture and equipment in library rooms and spaces
Participates in the collection and analysis of usage data of library spaces
Qualification
Required
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods
This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Working knowledge of general practices, program, and/or administrative specialty
Basic knowledge of and ability to apply fundamental concepts
Working knowledge of budget policies and procedures
Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty
Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them
Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques
Ability to organize and plan work and projects including handling multiple priorities
Ability to make independent decisions and exercise sound judgment
Ability to compile, write, and present reports related to program or administrative specialty
Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit
Preferred
Thorough knowledge of University and Library policies/procedures related to library faculty personnel, travel, hospitality, and other administrative procedures
Ability to use broad range of technologies including the Microsoft Office Suite
Ability to make decisions following established guidelines and to draw on experience when choosing between options
Must be able to work independently without supervision
Ability to research, interpret, communicate, and apply established guidelines, policies, and procedures
Ability to interact in a positive, friendly manner with a diverse community of library users
Excellent interpersonal and oral and written communication skills, and experience reaching out to and collaborating with others to problem solve and accomplish tasks
Demonstrated capacity for professionalism, responsiveness, and composure under challenging conditions
Ability to work effectively and collegially with students, faculty, and staff from diverse backgrounds
Benefits
Medical
Dental
Vision
Pension
401k
Healthcare Savings Account
Life Insurance
Disability Insurance
Vacation and Sick Leave
State Holidays
Dynamic Fee Waiver program
Company
San Francisco State University
Welcome to San Francisco State University, your launchpad for the future. Everything is brighter here.
Founded in 2012
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Issa Beatriz Palomata
Co-Founder of CREATE @ SF State
Robert Fernandez
Co-founder of the Latinos Unidos Lions Club of S.F
Recent News
2023-11-23
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