Library Administrative Assistant

Jobinhalt

Position Purpose andSummary

The Administrative Assistant: Norma Marion Alloway Library (AA) provides administrative support to the University Librarian and other library staff. The AA designs, implements, and monitors offices systems, functions and procedures, ensuring the efficient operation of the library.

Key Areas of Accountability

Administrative Support

• Complete all normal administrative functions for the Library including maintaining the University Librarian’s and the library’s general files and records.
• Prepare written communication such as mail, email and other correspondence of the University Librarian.
• Prepare and produce various documents such as reports, forms, promotional and presentation material, internal documents, and manuals.
• Set meeting appointments, prepare agendas, and act as recording secretary for various staff meetings, library committee meetings, or other related meetings as required.
• Order and maintain an inventory of resources and supplies as required.
• Provide orientation to new department personnel including coordinating office keys, access cards, I.T. equipment, and business cards.
• Coordinate various departmental events throughout the year, such as staff retreats and other professional and social events.
  

Financial Support

• Coordinate and maintain electronic and printed library financial records and files pertaining to sales, petty cash, interlibrary loans revenues and expenses. Make deposits of money received.
• Process financial documentation such as purchase requisitions, invoices, and expense forms. Code and co-approve library expenditures.
• Verify coding, accuracy and completeness of a variety of financial documentation.
  

Building and Equipment Support

• Oversee the service of various pieces of library equipment (e.g. copier/printers, debit/credit machines) and act as the liaison with Information Technology for maintenance of all computers.
• Act as the liaison between the Library and Campus Services in notifying them of building maintenance needs.
  

Other duties may be required or assigned as library priorities and initiatives change.

The Person

Skills And Abilities

• Demonstrated skill in the use and management of various office and library software applications. Examples include, but are not limited to MS Office (Outlook, Word, PowerPoint, and Excel), SirsiDynix Symphony, and Canva.
• Skilled and experienced in accounting functions and the handling of cash. Experience with VENA or other fiscal management software is an asset.
• Superior office management, organizational and prioritizing abilities.
• Superior interpersonal skills with a wide variety of staff, faculty, students and off campus contacts.
• Ability to maintain a calm, pleasant attitude under time schedule, budget and personnel pressures.
• High level of professionalism, tact, discretion, and confidentiality.
  

Personal

Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community.

Warm-hearted, dedicated, committed and mature evangelical Christian with a keen desire to serve in family, church, work and community. A firm commitment to TWU’s mission, values, Statement of Faith and Community Covenant. Strength of character and reputation, a pleasant personality with a positive and friendly attitude in the midst of a very busy and challenging atmosphere.

Servant-Leader Way of Life: Act in a manner that exemplifies Jesus Christ in all on and off campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.

Key Internal Interactions

Reports:None

Reports to:University Librarian

Standards & Requirements

Education: Recognized diploma or degree in office administration required. An equivalent combination of education and experience will be considered.

Experience: 1 – 2 years administrative experience in an academic library, post-secondary institution, or office environment required.

Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.

Updated:October 2022

Agreed to by:University Librarian

Trinity Western University encourages applications from all eligible candidates who are able to commit to TWU’s mission, values, Statement of Faith and Community Covenant. We do not discriminate, contrary to law, on the basis of any applicable prohibited ground of discrimination. We particularly invite applications from women, persons with disabilities, visible minorities, and indigenous people. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Trinity Western University is located on the traditional and ancestral territory of the Sto:lo people.