Administrative Associate IV

Job Description

The Administrative Associate IV serves as the primary coordinator for library administrative and executive operations, ensuring the effective functioning of leadership activities, governance processes, and administrative workflows. The position provides direct support to the Dean and Assistant or Associate Dean(s) and serves as the central point for administrative coordination across the library. Additionally, this role provides backup support for selected financial, payroll, and asset-related transactions and participates in institutional service and professional development.

Executive and Administrative Operations

• Manage the day to day operations of the Library Administrative Office to ensure consistent and effective administrative support.
• Coordinate leadership and all staff meetings, including scheduling, agenda preparation, logistics, and preparation and distribution of meeting minutes.
• Manage executive calendars, scheduling priorities, and coordination of internal and external meetings.
• Receive, respond to, and route inquiries, correspondence, and communications in a timely and professional manner.
• Serve as a central point of contact for administrative communications and coordination across library units.
• Provide direct administrative support to the Dean and Assistant or Associate Dean(s), including preparation of materials and follow-up on assigned actions.

Financial, Payroll, and Asset Stewardship Support

• Serve as backup for preparing payroll for student workers and non-exempt staff in coordination with designated business or human resources units.
• Serve as backup for submitting purchase requests, departmental budget requests, and interdepartmental orders.
• Serve as backup for managing supply inventory, including tracking and anticipating administrative supply needs.
• Serve as backup for managing asset inventory and supporting asset disposal processes in accordance with university procedures.
• Support administrative continuity during staff absences or peak workload periods

Facilities Coordination Support

• Manage keys on behalf of the Building Coordinator, including maintaining accurate records of key distribution and return.
• Support coordination with Facilities or designated units as needed by relaying information or assisting with administrative tracking.

Institutional Service and Professional Development

• Participate in library, university, or committee service as assigned.
• Assist with library events and programs as needed, focusing on logistical support.
• Engage in professional development activities to enhance job knowledge, skills, and effectiveness.
• Perform other related duties as assigned.

Required Education & Experience

• High school diploma or equivalent.
• Four years of related experience.

Required Knowledge, Skills & Abilities

• Knowledge of word processing, spreadsheet, and database applications.
• Ability to multitask and work cooperatively with others.
• Strong verbal and written communication skills.
• Strong interpersonal and organizational skills.
• Ability to work with sensitive information and maintain confidentiality.