San Francisco - California Institute of Integral Studies - Library Office Manager

https://ciis.interviewexchange.com/jobofferdetails.jsp?JOBID=158028&CNTRNO=0&TSTMP=1674689795587

Salary

Wages are commensurate with skills and experience and include a competitive benefits package.

Close Date

Open until filled

POSITION SUMMARY

Under the direction of the Dean of Research and Academic Support, the Library Office Manager provides administrative assistance to Library leadership and ensures Library staff are equipped to provide a high level of service to the academic community at CIIS.  This position coordinates office administrative activities, manages library accounting practices and purchasing for office supplies and equipment, facilitates meetings and events, oversees the library facility, maintains records, responds to administrative inquiries, and will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow based on extensive knowledge of policies and procedures.  This person maintains professionalism in all manner of interactions, must be well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people.  Work varies, requiring independent judgment within prescribed standards and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Coordination

• Monitor and send correspondence and inquiries regarding Library operations (library services, administrative queries, donation offers, etc.).
• Work jointly with Library leadership to review and update library policy and procedures documentation.
• Facilitate and document library staff meetings.
• Maintain office files, hard copy and digital.
• Maintain, order, and distribute office and library supplies; maintain vendor relationships as it pertains to the office and office equipment, receive and sort mail.
• Participate in library planning and problem solving and, in general, work as a member of the Library team.
• Collect and analyze a variety of complex data and information. Perform statistical analysis and summarize findings in applicable reports, surveys and other communication media to support evidence-based decision making.
• Propose, consult on, and implement appropriate improvements in administrative processes, as needed.
• Work with other University departments on Library and interdepartmental processes.
• Facilitate and document the process for donations to the Library and Special Collections.
• Plan and coordinate office events, parties, retreats.
• Ensure that visitors for library staff and administration are warmly welcomed and directed effectively.
• Bookkeeping
• Correspond with vendors, receive invoices, and prepare check requests. Serve as primary contact with the Finance Office for Library operating expenses.
• Manage Library bookkeeping and accounts payable (data entry in library systems and managing paper and digital files).
• Manage Library accounts receivable including cash, check, and credit card payments at desk, or Square Invoices online.
• Assist the Dean as requested with budget records and calculations.

Facilities Coordination

• Oversee library security and ensure that the library is properly maintained, clean, and that equipment is in working order.
• Serve as liaison with Operations & Facilities and Information Technology for initiating and tracking work orders.
• Track Library staff schedules and serve as the "go-to" person for last-minute schedule changes.
• Play key role in logistics for coordinating and receiving deliveries (collections, equipment, packages).
• Work with Circulation Supervisor and outreach staff to keep signage up to date.
• Help orient and furnish workstations for new hires.
• Facilitating onsite workstations for flex staff.
• Distributing, tracking, and checking out keys.

Other Areas of Responsibility

• Serve as backup as necessary for circulation.
• Assist with other library operations and perform other related duties as assigned by Dean and Associate Director.

Professional Development

• Stay current with advances and concepts in applicable professional areas.
• Take trainings and courses on product changes and technical advancements as needed.
• Keep position manual and operating procedures up to date.
• Advise colleagues and the Dean on organizational developments and make recommendations for policy and procedure changes.

REQUIRED QUALIFICATIONS AND/OR EXPERIENCE

Minimum of 3 years of administrative assistance or office management experience, preferably in an academic setting, with specific skills in the following areas:

• Associates degree or higher in accounting, bookkeeping, or in a discipline relevant to the position, or equivalent experience.
• Demonstrated commitment to access, equity, diversity, and inclusion through mitigation of biases inherent in communications, policies, and through creating a physical environment that promotes safety and social well-being.
• Extensive organizational bookkeeping experience (AR/AP, processing invoices and purchase orders, POS account reconciliation).
• Demonstrated experience maintaining accurate records and administrative and operational documentation.
• Providing excellent customer service (in-person, on the telephone, e-mail, or other virtual platform).
• Experience with purchasing of office supplies, equipment, and specialty materials to support a team.
• Working cooperatively and flexibly in a busy office and across departments, successfully balancing priorities and multitasking.
• Demonstrating professionalism in all communications.
• Collecting and interpreting data on usage, user satisfaction, and institutional goals.
• Using MS Office Suite (especially Excel, Outlook, and Teams).

PREFERRED QUALIFICATIONS AND/OR EXPERIENCE

• Library certificate or degree.
• Experience working at a circulation desk, especially at an academic library.
• Experience using OCLC WMS or other integrated library system, Springshare LibApps, personnel time management software, data entry in resource management system, Ellucian Colleague, or equivalent SIS/higher education ERP.
• Conversant with Copyright law and current interpretations of Fair Use.

ENVIRONMENTAL DEMANDS

Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES

This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.