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Administrative Assistant I, Library Services

Please note the following information is required to complete your application for this position:

* A minimum of three (3) professional reference entries in space provided on the application form.
* Resume/CV - optional
* Cover Letter - optional

Position Information

Title: Administrative Assistant I, Library Services

Department Summary

The Clement C. Maxwell Library is open an average of 87 hours each week during the academic year. It is a busy, dynamic place with classrooms, academic and administrative offices throughout the building. The library serves all BSU students, faculty, staff, researchers from across the country and world, as well as the residents of the surrounding communities.

Library Services is dedicated to meeting the needs of its communities, to updating its service models as pedagogies and librarianship evolve, to renewing the knowledge and skills of librarians and staff as practices change, to deploying new technologies to improve interactions with library users and to enhance user experiences.

Successful candidates will be staff members who can work with their colleagues to help meet the mission of the department in serving and supporting our diverse campus community.

Position Summary

The Administrative Assistant I will provide support to the daily operations in the office of the Dean of Library Services, ensuring efficient coordination of activities, communication, and financial management. This role provides comprehensive administrative support to the Dean and assists with various library initiatives, including office management, budgeting, payroll, bookkeeping, and programming. Additionally, the Administrative Assistant I will support the Collections and Exhibitions Curator, facilitating exhibition-related activities and assisting with associated tasks.

This is a full-time position that reports directly to the Dean of the Library.

We are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included.

Full-time, AFSCME position

TOUR OF DUTY: 8:45 a.m. to 5:00 p.m., Monday – Friday (with Saturday and Sunday as days off).

This is an AFSCME unit position and is subject to the terms of that union agreement.

• Manage the daily operations of the Office of the Library Dean.
  • Maintain a professional and welcoming environment for all office visitors.
  • Coordinate the Dean’s schedule, prepare meeting materials and agendas, and attend meetings to take notes, as needed.
  • Draft, review, and edit documents on behalf of the Dean; disseminate information and communications to Library constituents as directed.
  • Prepare Librarian payroll records.
• Upon direction from the Dean, assist Librarians and the Collections and Exhibitions Manager with administrative tasks and support.
• Assist in maintaining and managing budgets for Library Services and the Anderson Gallery, make departmental purchases, reallocate purchases, create check requisitions, and purchase orders, balance budget in Banner.
• Support ProCard transactions and prepare monthly Concur expense reports for the library Dean and Curator.
• Assist with inquiries through email, in person and on the phone for faculty, staff, students and scholars.
• Support and facilitate Library Services programs and exhibits.
• Assist the Associate Director for Collections & Exhibitions in coordinating communication with guest speakers and artists regarding logistics for upcoming exhibits.
• Compile data and prepare reports concerning Library Services activities and programs.
• Collaborate with appropriate departments to support library programs, projects and exhibitions including but not limited to, room reservations, food orders, event promotion, and social media.
• Maintain office files, artist loan agreements and shipping records/logistics.
• Ensure the confidentiality and integrity of sensitive records, maintaining up-to-date personnel and financial records in compliance with university policies.
• Assist with onboarding for new library staff and graduate assistants.
• Respond to inquiries from faculty, staff, students, scholars, and artists via phone, email, or in person.
• Create and manage library physical plant and IT work requests.
• Compile data and assist in preparing reports on Library Services and exhibition-related activities.
• Assist with booking travel and processing payments for Dean, candidates, or visiting artists.
• Other duties as assigned.

Required Qualifications

• Applicants must have at least (A) one year of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below:
  • An Associate’s or higher degree with a major in business administration, business management or public administration may be substituted for 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.
• Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion.
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Passion for and commitment to social justice, racial justice, and civic engagement.
• Ability to follow written and oral instructions; good written/oral communication skills.
• Knowledge of general office procedures.
• Ability to exercise sound judgment.
• Ability to work independently.
• Ability to assemble items of information in accordance with established procedures.
• Ability to determine proper format and procedure for assembling items of information.
• Ability to exercise discretion in handling confidential information.
• Ability to establish and maintain harmonious working relationships with others.
• Ability to deal tactfully with others; ability to work effectively in a team environment as well as independently.
• Performs other duties as assigned.

Preferred Qualifications

• Experience using Office 365 (Outlook, Teams, Excel, PowerPoint).

Please be aware that employment at Bridgewater State University is contingent upon completion of a successful background check. Bridgewater State University is an E-Verify employer.

This position is not eligible for H-1B sponsorship.

EEO Statement

Bridgewater State University is an equal employment opportunity employer and considers all qualified candidates without regard to race, color, religion, sex, age, national origin, disability status, veteran status, gender identity, sexual orientation, genetic information, pregnancy or pregnancy-related condition or any other characteristic protected by law.

Position Type: AFSCME Classified

Salary Range: $2,028.38 bi-weekly (Grade 15 Step 1)

Posting Number: S01199P

Open Date: 04/10/2025

Close Date: 04/20/2025

Open Until Filled: No