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The Administrative Assistant at the MtA Libraries and Archives is a key member of the L&A team.  Working closely with the Dean and L&A colleagues, this position has a broad range of responsibilities that include supporting finance, procurement, and budget processes; creating social media content and print communications; producing infographics and other reports; coordinating and supporting meetings and events; maintaining library statistics and calendars; and administering back-office operations. This position works with all members of the L&A team and interacts regularly with colleagues from across campus. 

This role offers an opportunity to engage in a variety of tasks that support the success of the Libraries and Archives. The ideal candidate will have a high degree of comfort with office finance and procurement processes, demonstrate creativity with social media and marketing, possess excellent interpersonal and organizational skills, enjoy a variety of work-related responsibilities, display good judgement and problem-solving skills, and work well independently.  
 

Reporting to the Dean of Libraries & Archives, the Administrative Assistant performs administrative and budget related duties of a complex and confidential nature in support of departmental, division or other organization unit activities. This position requires a thorough knowledge of University policies and procedures. Responsibilities include: the administration of the library office, managing communications in support of library operations (including social media), appropriately handling confidential and sensitive information, monitoring and reporting on the status of library operating expenditures and accounts, generating statistical and financial information as needed to facilitate library management’s assessment and oversight of Libraries and Archives operations, liaising with Facilities Management to ensure the proper functioning of library facilities, and providing secretarial and administrative support to Dean and all areas of the Libraries and Archives. Professionally and positively represents the library and the University to internal and external stakeholders. 

Position Responsibilities

•  Liaise with procurement, financial and administrative services to facilitate the effective and efficient functioning of library services and operations. 
•    Follow up on library procurement orders, financial statements, inquiries, and discrepancies. 
•    Adhere to university policies and ensure compliance with university defined deadlines.
•    Monitor, assess and report on library expenditures and accounts, maintain financial records, generate reports and other information on their status, reconcile records with reports from Financial Services. 
•   Invoice other university departments and external parties for the cost of various services provided. 
•  Reconcile cash received in Library Office with library records and arrange for deposit with Financial Services. Ensure that items are coded to the proper library expenditure objects, arrange for payment with Financial Services as directed by the Dean of Libraries & Archives.
•  As delegated by the Dean of Libraries & Archives, liaise with Administrative Services and Facilities Management to coordinate activities and maintenance that ensure the safety, security and proper functioning of the libraries’ facilities.
•  Arrange and schedule appointments for meetings involving library personnel, including booking spaces, organizing AV equipment, and arranging catering services where necessary. Coordinate bookings for any library spaces requiring manual bookings. Manage calendar and book travel for the Dean. 
• Liaise with necessary University departments to set up new Libraries & Archives employees in systems such as network ID, phone, access to computer drives, Teams or listservs, and listing in the campus directory and Library website. Coordinate offboarding processes when employees leave. 
•  In collaboration with appropriate units and committees, assist with display areas and cases in the R. P. Bell Library. Review non-library postings for approval, confer with University Archivist as needed. 
• Professionally and positively represent the library to patrons and guests. Answer phone calls, take messages, respond to enquiries, and forward them to other departments as needed, Follow up on actionable items. Greet and assist visitors as needed.
• Develop and manage public-facing library communications, promotional materials, and social media content in collaboration with Dean and relevant committees or team members.
• Coordinate the logistics of library events and programs as needed.
• Take minutes at library committee meetings and organize agendas and documentation for these meetings. Prepare and finalize correspondence and other documents, forms, briefing notes, and other materials. 
• Maintain and collate unit data and statistics; create infographics and other visual and textual reports as needed; prepare and submit required external reports. Draft correspondence, and other documentation for the Dean of Libraries & Archives as needed. 
• Collect information to prepare and submit any manually tallied payroll. Verify and authenticate this information as needed. Tally monthly student payroll to monitor funds. 
•  Monitor, coordinate, and order office supplies and other materials, secure the preliminary information necessary to complete purchases and liaise with the procurement office as needed.           
•  Purchase services and supplies by purchase order or using p-card, reconciling p-card statements at the beginning of each month. Address any discrepancies or issues and resolve them with the help of the appropriate departmental services and officers.
•  Maintain Library Office filing system and official files; manage personnel files; organize materials according to established records management practices, procedures for the office and university policies; add, update or relegate content as required.      
• Sort mail for the office, distribute mail to other departments.
• Maintain and keep inventory of library keys in accordance with university policies and security practices; arrange for the duplication or replacement of them as needed. Assign book lockers to students.
•  Receive publications and gifts from other organizations; prepare acknowledgments for the Dean of Libraries & Archives’ signature; redirect and distribute materials to the appropriate library department/personnel for treatment; arrange tax receipts as required for gifts received.
•  Assist at the Access Services Desk as required.
•   Assist with special projects, as needed.
•  Collect statistics from library departments for Canadian Association of Research Libraries (CARL) to be submitted online in December each year.     
•  Serve on library committees and participate in professional development, as appropriate.
•  Perform other duties as required.