University of Mary Washington is hiring: Library Office & Budget ...
University of Mary Washington - Fredericksburg, VA, United States, 22401
Work at University of Mary Washington
Overview
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Overview
Organizational Objective / Goal:
UMW's Simpson Library is the heart of a vibrant academic community. The library's services and collections encourage critical and creative thinking, promote lifelong learning, and support teaching and learning through partnerships and collaboration. Our staff is committed to guiding and inspiring our students, faculty, and staff as they explore and contribute to the world of knowledge.
General Description of Position:
The chief purpose of this position is to serve as the Administrative Assistant to Simpson Library. Major components are the management of ordering, receiving and payment of library supplies and materials; assisting the University Librarian in the management of the library's budget; coordinating building maintenance and service with facilities; and managing the office of the University Librarian. Some remote work eligible.
JOB DUTIES
40% of time Duties / Responsibilities
Fiscal Administration
Monitors library budget and expenditures for all items except books and periodicals. Transfers funds from general operating account into individual expense accounts. Independently requisitions, verifies, receives, and authorizes payment of all supplies and equipment interpreting Purchase and Supply regulations and specifications with 100% compliance with prompt pay. Works extensively with outside vendors and reconciles discrepancies by working with vendors and the Purchasing office. Maintains documentation files on all purchases. Initiates and controls Visa account for library purchases. Reconciles monthly statements, checks for accuracy and prepares appropriate forms for payment. Initiates orders utilizing Visa SPCC account. Follows all DOA and internal guidelines for reconciliation and record keeping with regard to SPCC purchases. Receives required annual training for SPCC use. Utilizes eVA in accordance with current guidelines set forth in the Agency Procurement and Surplus Property Manual (APSPM) or as directed by the Virginia Information Technology Advisory Council (VITA) for technology purchases. Interprets policies and regulations of the Department of Purchase and Supply regarding the purchase of Library materials. Maintains inventory records for materials regularly needed in the Library's operations. Coordinates Library service and maintenance contracts with Purchasing Director. Library Foundation Fund maintenance: Manages and keeps financial records of all Simpson Library Foundation funds, and provides foundation account support to the University Librarian. Travel and Lodging coordination: Coordinates and processes all staff and guest Travel and Lodging reimbursements from budget. Process all staff and UL non-travel reimbursements through ChromeRiver. Responsible for training any new SPCC cardholder on purchasing procedures for in house items and accounts.
30% of time Duties / Responsibilities
Office Administration & Management
Serves as office manager in the University Librarian's office. Ensures the efficient work flow of the University Librarian's office. Verifies information received for accuracy and completeness for the Librarian's approval, such as conference registrations, travel reimbursement vouchers, etc. Responsible for developing and compiling statistical reports required by the Library and other agencies utilizing spreadsheet software and database management. Reviews mail and independently responds to routine matters for the University Librarian. Scholarship Awards and Recognition Coordination: Student aide award coordination for the library awards, Weinbrecht and Quenzel Scholarships. HR Coordination: Assists in the coordination and payments from budget for employee background checks. Coordinates and requests all building key requests and security key code facilitation for new hires. Committee Service: Serves on The Library Building and Safety Committee charged with overseeing and making recommendations on building-related and safety issues within or around the library. Maintains all correspondence.
20 % of time Duties / Responsibilities
Facilities Management
Manages all routine facilities usage. Independently requests all maintenance repairs for facility, prepares and maintains status of work orders. Coordinates with janitorial services contractor, security contractor, and university offices to ensure the building is well maintained and secure.
Advertised Range: approx. $46,000. Includes generous state benefits, generous leave, and a hybrid work arrangement.
The University of Mary Washington is an equal opportunity employer committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.
Required KSAs / Competencies / Qualifications to successfully perform their work:
Ability to work independently, including planning and establishing priorities, with little review of work or supervision. Good communication skills, experience with word processing, spreadsheet software, and database management. Ability to create and maintain accurate, detailed reports. Excellent oral and written communication skills, including the ability to interpret and apply policies and procedures. Strong organizational and time management skills. Ability to work well with people.
Required Experience:
Extensive years of experience as an office manager or administrative assistant.
Education: Some college education preferred.
Preferred experience:
EXPERIENCE: in an academic institution or library.
EXPERIENCE: with Commonwealth of Virginia purchasing systems and procedures.
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