Administrative Assistant II

University Libraries

 

JOB SUMMARY:

The Administrative Assistant’s primary responsibility is to provide excellent service to the Adelphi community. They will consistently demonstrate a strong commitment to service within the context of the mission of the library and the University. This includes knowledge of policies and procedures, participating in service development, and working knowledge of both online and physical resources. Additional responsibilities include processing of all User Service related requests (ex. Fulfillment, Reading Lists, Connect NY and Interlibrary Borrowing etc.). Administrative Assistant will adapt to meet the evolving needs of students, faculty and administration.

Our union positions have excellent benefits including Tuition Remission for the employee, spouse and dependent children. The salary for this position is $42,790. A pre-employment assessment on Microsoft Word and Excel will be conducted.

REPORTS TO: Manager of User Services

RESPONSIBILITIES & DUTIES:

1. The Administrative Assistant will identify, locate, use, and teach others to use basic print and electronic resources and - confer with colleagues including librarians when necessary. The Administrative Assistant will refer to a subject matter expert / librarian when appropriate.
2. Demonstrate commitment to and participation in library services:

a. Serve as an advocate for the library and display an attitude that demonstrates a strong commitment to service.

b. Consistently provide high quality service in person, over the phone, and electronically.

c. Regularly attend meetings, training, and conferences - use the information learned at these sessions to develop and share knowledge across library departments.

d. Actively participate in the development of services by keeping informed of issues, policies and procedures; contributing to staff meetings and debriefings, and serving on related committees. Make recommendations for service improvement.

e. Respond to patron inquiries and provide service in person, electronically, by telephone.

f. Articulate to others the mission and goals of the library and the services it provides. This includes knowledge/awareness of services provided by other library and campus wide departments, and promoting the library during admission events, such as Open House, Accepted Students Day, Orientation, etc.

1. Process all User Service related requests (ex. Fulfilment, Reading Lists, Connect NY, and Interlibrary Borrowing etc.).
2. Perform/follow building opening and/or closing procedures as needed.
3. Maintain statistics and compile reports.
4. Learn and use the various resources the library provides, this includes but is not limited to: Book scanner, Alma, ILLiad, LibGuides, etc.
5. In order to support student success and considering the library is sometimes the only resource on campus open, the assistant should have strong website navigation skills to assist students in finding the information they need.
6. Provide general library orientation tours as requested.
7. Collaborate with other colleagues to arrange coverage in case of absences, whether planned or unplanned.
8. Regularly checks in with supervisor and closely monitors email and responds quickly to requests or questions from students, faculty and employees.
9. Perform other job-related duties as assigned.

REQUIREMENTS: (Knowledge, Skills and Abilities)

1. Excellent public service skills and positive attitude are essential - should be able to anticipate, listen to, understand and respond to patron needs.
2. Excellent communication, interpersonal, and problem-solving skills.
3. Ability to understand and troubleshoot integrated library systems, including Alma, Illiad, Reshare, Springshare
4. Strong computer skills - MS Office and Google suite and other standard office software, including chat clients required.
5. Knowledge of OneSearch,  ebook central, WorldCat, Reading Lists, Kanopy.
6. Must be comfortable learning new databases.
7. Ability to work independently, and in a group setting.
8. Ability to balance and prioritize multiple activities and projects.
9. Ability to perform detailed work accurately.
10. Ability to work with diverse populations and all levels of the campus community.
11. Ability to work remotely when necessary; including good time management skills, communication skills and familiarity with Zoom.
12. Adapts to a changing work environment and assists in other areas of the library as needed.

PHYSICAL REQUIREMENTS:

1. Physically able to push heavy book carts and hold up to 10 lbs.
2. Shelve and retrieve materials on high and low shelves, including the ability to go up and down stepladders.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:

1. Associates degree is required.
2. Bachelor’s degree is preferred
3. Academic Library experience is preferred.

HOURS:

1. Full-Time regular workday is 7 hours per day, 35 hours per week.
2. Tuesday – Friday, 8:00am – 4:00pm , Saturday 8:30am (open) - 4:30pm (Fall/Spring Hours).
3. Please note: hours will need to adapt to library schedule changes, particularly during Summer and Intersession Hours: Tuesday – Friday 8am – 4pm and Saturday 10am- 6pm (opening adjusts).
4. Flexibility, and permanent or temporary changes in work schedules, will be required to accommodate the Library's needs and changes in Library hours, and staff schedules, especially during intersessions and summer sessions.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students’ lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island’s oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master’s degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.

Apply online here

Submit specified application materials to humanresources@adelphi.edu.