The Assistant to the Dean of the University Libraries performs essential executive-level support for a wide variety of complex and confidential administrative duties to support the Dean of University Libraries. This position will ensure that all functions of the Dean’s Office are performed efficiently and effectively as the office manager. The Assistant will assist the Dean in all their assigned administrative functions in conjunction with the Secretary, who is supervised by this position. The position works independently to perform duties that require substantial initiative, tact, flexibility, confidentiality, and judgment. This role independently manages workflow and projects, organization and maintenance of comprehensive, secure, and confidential files, and representation of the Dean and the Office of the Dean in selected venues, and manages, tracks, and reports on expenditures (credit card and financial management platforms in the future). This position is a close partner with the Asst. Deans provides administrative support for them and the Library faculty, taking an active role in Library- and University-wide communications, and tracks and organizes a wide variety of schedules. This position requires a self-starter with excellent independent judgment and a sense of initiative, appropriate communication, and consultation who requires minimal supervision.

Duties and Responsibilities:

Major Responsibilities
Communication: With the Secretary, is the primary liaison for visitors, University offices, and Library faculty and staff to the Dean's Office and facilitates strong and effective communications among these constituencies:

• Manages and maintains current contact information for business, University contacts and produces and oversees the maintenance of e-mail distribution lists and staff schedules;
• Creates and maintains documents as required drawing upon a broad knowledge of Library programs/policies/practices/history; coordinates and arranges special events and is the Office liaison to Human Resources working with and tracking Library HR processes;
• Keeps the Dean and the Asst. Deans fully briefed on Office, building, and personnel issues; is able to initiate and draft in the Dean's approved style vital correspondence, clarifications, and instructions as necessary.
• Coordinates the preparation and assemblage of annual reports in a timely way, and their posting on the website, along with dept. minutes - internal and Provost Office posting.

Administration: Supervises, assigns and monitors the work of the Secretary, ensuring effective and efficient use of their time; trains the Secretary as appropriate, and ensures the Secretary can back up essential functions in the absence of the Assistant to the Dean, and vice versa., including:
• Effective use of student worker help Library-wide and student worker hiring;
• Direct and redirect the student workforce during routine work times and those during which a department faces high demand;
• Oversees time sheet approval processes. Establishes and maintains accessible, comprehensive and confidential files, including e-files;
• Gathers, analyses and coordinates the reporting of data for internal and for standard library reports and surveys institution- and profession-wide.
• Supports, with the Secretary, searches and onboarding new hires, oversee submission and corrections of staff timesheets, leave reports, student timesheets, FWS student hiring support.
• Coordinates the smooth functioning and scheduling of all Library conference rooms and instructional centers;
• With the Asst. Deans and Secretary, works to manage, monitor, plan for and maintain the building;
• Represents the Office of the Dean as assigned, e.g. University travel contracts, Banner, HR processes, and so on;
• Generally contributes to the Library's initiatives and projects; assists with other duties as needed, particularly project management and disaster planning for the circulating collections in conjunction with appropriate faculty and staff.
Budgetary responsibilities/support:
• Works with and supports the Asst. Dean/s in her/his budgetary responsibilities;
• Tracks reconciles and reports out on the Dean's credit card and any other card assigned in a timely, accurate manner;
• Implements and tracks/reconciles UniMarket when implemented.

Required Qualifications:

• Bachelor's degree; some administrative support and/or academic library experience may substitute.
• 1-3 years of experience
• Demonstrated ability to understand and interpret and accurately report data (budgetary, library) and reliably report out; interpret Library and University policies and procedures.
• Demonstrated ability to prioritize and reprioritize daily tasks while seeing through longer term projects.
• Excellent writing and communication skills: proofreading, editing, superior attention to detail required; mature, tactful, ability to resolve issues at the lowest level and communicate them appropriately required.
• Demonstrated ability to work in a team environment.
• Commitment to supporting the Mission of the University and servant leadership.

Desired Qualifications:

• Master's degree preferred
• Project management experience preferred
• Experience in higher education, e.g. administrative support, ideally, in a university library
• Some form of supervisory experience.

Licenses and Certificates:

Salary Grade:

AD150 - Administrative

Exempt/Nonexempt:

Physical Demands: General Office Environment

Special Instructions to Applicants:

Names and contact information for 3 current professional references.

Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.