Administrative Coordinator to Library Associate Dean
Ball State
Muncie, IN
Full-time
Administration / Clerical
Posted on April 29, 2024
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator to Library Associate Dean
About this Opportunity
Ball State University Libraries is searching for a detail-oriented individual to join our committed and highly-engaged team in Library Data and Discovery Solutions. Responsibilities include a variety of administrative activities to support the office, which is responsible for library technology, systems, and platforms vital to the success of Ball State students and faculty and valuable to the broader communities of researchers that we serve. If you are looking for an opportunity to apply strong customer service and office management skills in a fast-paced and friendly environment, this could be the position for you!
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.70
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide administrative support for Library Data and Discovery Solutions; provide technical support and monitor library technical problem reports as needed; monitor, coordinate and perform office procedures and functions; maintain accurate technology asset inventory for the University Libraries; support an inclusive, diverse, and collaborative work environment and service culture to advance the strategic direction of the University Libraries.
Minimum Education
Associate's degree or equivalent in business administration, office management, or related field.
Minimum Experience
Over one through three years of office administration, budgetary, inventory, or purchase order preparation and tracking experience.
Minimum Other
Working knowledge of basic Microsoft Office applications; excellent oral and written communication skills. Ability to lift up to 50 lbs.
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Supervisory experience; over one year of accounting experience; experience with databases; basic technical problem-solving experience.
Preferred Other
Position Title(s) Supervised
Students.
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
University Libraries:170090
Department Information
Hours: Monday – Friday 8:00am – 5:00pm during academic year
Monday – Friday 7:30am – 4:00pm during summer
Position is Grade Level 10
Department Email or Phone Number
765-285-5277
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative support for Library Data and Discovery Solutions (LDADS); coordinate office services and schedules, prepare reports for technology budget planning and expenditure control; serve as primary point of contact for calls and visitors to the LDADS office; direct system outage notifications to library units; verify and ensure timely and accurate approval of timecards; report and monitor printer fleet service requests with vendor technicians; initiate work orders; prepare, verify and coordinate travel forms for approval; process unit supply requests; coordinate usage data collection and its management for specialized information resources for reporting purposes; manage LDADS office activities; conduct all operations to ensure confidentiality.
Ranking
2
Job Duty
Maintain an accurate and current technology asset inventory for University Libraries; maintain database records for software, software licensing, hardware, warranty information, service contracts, network connections, and other technology assets in the University Libraries; perform periodic physical inventories of technology assets throughout University Libraries.
Ranking
3
Job Duty
Monitor and maintain LDADS office and technology supply inventories; coordinate with library units on equipment recommendations and selection; initiate orders through SciQuest or by preparing purchase requisitions by contacting vendors and other units on campus for price quotes and other information.
Ranking
4
Job Duty
Assign and review work, orient and train LDADS student employee(s), and make recommendations as to interviewing and selection, performance appraisal, and discipline; schedule student receptionists and assistants to answer and route incoming calls, assist with asset inventory tasks, and perform daily inspection of public access technology in Bracken Library for maintenance and repair.
Ranking
5
Job Duty
Monitor and participate in library technology budget activity; analyze and reconcile accounts; track expenditures; advise library administration on spending levels and budget balances.
Ranking
6
Job Duty
Coordinate library technology problem reporting, tracking, and similar activities for University Libraries to ensure efficient and timely resolution of technical problems; conduct one-on-one training sessions on the problem reporting system for senior library administration, professional and staff employees, and student assistants.
Ranking
7
Job Duty
Facilitate the administration of email accounts and shared unit calendars for University Libraries units; maintain credentials and permissions settings for library accounts; coordinate vendor user group membership subscriptions.
Ranking
8
Job Duty
Perform other related duties as assigned.
Ranking
9
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401458SF
Number of Vacancies
1
Desired Start Date
06/17/2024
Position End Date (if temporary)
Open Date
04/26/2024
Close Date
05/13/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Administrative Coordinator to Library Associate Dean
About this Opportunity
Ball State University Libraries is searching for a detail-oriented individual to join our committed and highly-engaged team in Library Data and Discovery Solutions. Responsibilities include a variety of administrative activities to support the office, which is responsible for library technology, systems, and platforms vital to the success of Ball State students and faculty and valuable to the broader communities of researchers that we serve. If you are looking for an opportunity to apply strong customer service and office management skills in a fast-paced and friendly environment, this could be the position for you!
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
10
Wages Begin At
16.70
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Provide administrative support for Library Data and Discovery Solutions; provide technical support and monitor library technical problem reports as needed; monitor, coordinate and perform office procedures and functions; maintain accurate technology asset inventory for the University Libraries; support an inclusive, diverse, and collaborative work environment and service culture to advance the strategic direction of the University Libraries.
Minimum Education
Associate's degree or equivalent in business administration, office management, or related field.
Minimum Experience
Over one through three years of office administration, budgetary, inventory, or purchase order preparation and tracking experience.
Minimum Other
Working knowledge of basic Microsoft Office applications; excellent oral and written communication skills. Ability to lift up to 50 lbs.
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Supervisory experience; over one year of accounting experience; experience with databases; basic technical problem-solving experience.
Preferred Other
Position Title(s) Supervised
Students.
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
University Libraries:170090
Department Information
Hours: Monday – Friday 8:00am – 5:00pm during academic year
Monday – Friday 7:30am – 4:00pm during summer
Position is Grade Level 10
Department Email or Phone Number
765-285-5277
Duties & Responsibilities
Ranking
1
Job Duty
Provide administrative support for Library Data and Discovery Solutions (LDADS); coordinate office services and schedules, prepare reports for technology budget planning and expenditure control; serve as primary point of contact for calls and visitors to the LDADS office; direct system outage notifications to library units; verify and ensure timely and accurate approval of timecards; report and monitor printer fleet service requests with vendor technicians; initiate work orders; prepare, verify and coordinate travel forms for approval; process unit supply requests; coordinate usage data collection and its management for specialized information resources for reporting purposes; manage LDADS office activities; conduct all operations to ensure confidentiality.
Ranking
2
Job Duty
Maintain an accurate and current technology asset inventory for University Libraries; maintain database records for software, software licensing, hardware, warranty information, service contracts, network connections, and other technology assets in the University Libraries; perform periodic physical inventories of technology assets throughout University Libraries.
Ranking
3
Job Duty
Monitor and maintain LDADS office and technology supply inventories; coordinate with library units on equipment recommendations and selection; initiate orders through SciQuest or by preparing purchase requisitions by contacting vendors and other units on campus for price quotes and other information.
Ranking
4
Job Duty
Assign and review work, orient and train LDADS student employee(s), and make recommendations as to interviewing and selection, performance appraisal, and discipline; schedule student receptionists and assistants to answer and route incoming calls, assist with asset inventory tasks, and perform daily inspection of public access technology in Bracken Library for maintenance and repair.
Ranking
5
Job Duty
Monitor and participate in library technology budget activity; analyze and reconcile accounts; track expenditures; advise library administration on spending levels and budget balances.
Ranking
6
Job Duty
Coordinate library technology problem reporting, tracking, and similar activities for University Libraries to ensure efficient and timely resolution of technical problems; conduct one-on-one training sessions on the problem reporting system for senior library administration, professional and staff employees, and student assistants.
Ranking
7
Job Duty
Facilitate the administration of email accounts and shared unit calendars for University Libraries units; maintain credentials and permissions settings for library accounts; coordinate vendor user group membership subscriptions.
Ranking
8
Job Duty
Perform other related duties as assigned.
Ranking
9
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401458SF
Number of Vacancies
1
Desired Start Date
06/17/2024
Position End Date (if temporary)
Open Date
04/26/2024
Close Date
05/13/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
- * Do you have the minimum education as listed in the job posting for this position?
- Yes
- No
- * Will you be able to provide copies of transcripts or certifications for minimum education requirement for this position?
- Yes
- No
- No, but applying under the equivalency option.
Required Documents
- Resume
- Cover Letter
- Undergraduate Transcripts
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