The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.
BASIC FUNCTIONS:
The purpose of this position is to perform a variety of intermediate office and administrative support duties, including facilities and events management, at the Louis Stokes Health Sciences Library. This will require a thorough knowledge of general functions within the library. The incumbent will apply specialized functional knowledge to independently analyze and respond to administrative matters within established limits. General direction and supervision will be received from the Assistant Director of Operations and the Executive Director.
SUPERVISORY AUTHORITY:
Has responsibility or authority which is limited to the direction of student or temporary workers.
NATURE AND SCOPE:
Internal contacts may include senior administrators, faculty, students, and staff External contacts may include vendors, consultants, and the general public.
PRINCIPAL ACCOUNTABILITIES:
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Receive and screen telephone calls and visitors; assist visitors or callers by answering questions or providing information regarding office/department policies or procedures utilizing a thorough knowledge of office operations; determine when to forward to supervisor, appropriate staff member, or other office is appropriate.
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Manage library room reservation calendar; input all information into calendar; determine reservation needs and requests and match with appropriate space; assist with arrangements for set-up, equipment, etc.
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Monitor and assist with the oversight of property management, security, safety, building maintenance services; document facility-related issues and report all building-related issues; coordinate services for cleaning and timely repairs for leaks, mold, HVAC, broken furniture, etc.; maintain facility services log.
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Act as the library liaison to the facilities and transportation departments.
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Maintain library stationery orders including business cards.
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Prepare both special and recurring reports for supervisor.
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Coordinate the workflow of the office. Implement office procedures and practices. May assign and monitor student workers, as directed. Relay direction from supervisor to coordinate administrative procedures to department and/or among other offices.
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Assist with time entry for department. Resolve inaccurate or incomplete time records with supervisors and/or employees.
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Assist in the posting and management of the library’s social media channels.
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Staff the Circulation desk as assigned; Assist patrons with finding materials; Answer inquiries on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff.
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Schedule appointments for supervisor as directed utilizing knowledge of priorities and prearranged plans.
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Ensures office staff is informed of new or revised procedures and any pertinent information regarding assigned function(s); update related policy/procedure manuals.
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Arrange meetings, schedule room reservations, testing facilities, and other services as directed by supervisor; notifies attendees or participants of time and place.
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Ensure timely dissemination of information to students and faculty through the design and maintenance of bulletin boards and electronic documents.
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Assist the Assistant Library Director and Librarians with special projects, as needed; related tasks as assigned and directed.
CORE COMPETENCIES:
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Basic project management experience used in the general operations of an office environment.
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Ability to develop and maintain proficiency in the utilization of Microsoft Word, Excel, PowerPoint, Teams, and related software applications to perform a variety of project assignments.
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Knowledge or experience with Workday Management system (preferred). Experience with scheduling for individuals and a department. Ability to adapt to and learn library databases and programs (including web-based systems).
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Knowledge of general office procedures and practices.
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Knowledge of basic record keeping procedures. Solid business writing skills.
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Ability to effectively communicate orally and in writing.
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Experience with developing social media content and managing social media channels (preferred).
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Ability to establish and maintain effective and harmonious work relations with faculty, staff, students, and the general public.
MINIMUM REQUIREMENTS:
High School diploma or GED and 5 years of general work experience. College degree preferred. AA/AS may be substituted for 3 years of required work experience. BA/BS may be substituted for up to 2 years work experience.