Administrative Assistant

JOB SUMMARY: The primary purpose of this position is to provide administrative support to the departments, programs, faculty, and department chairs housed within Old Main & the Folke Bernadotte Memorial Library in a timely and professional manner.

Employment Type: Full-time (0.85 FTE), Benefits-Eligible, Non-exempt (Hourly)

• Old Main Schedule: 30hpw/40wpy (academic year), 6hpw/12wpy (summer)
• Library Schedule: 10hpw/50wpy
  
  

Pay Range: $18.50-20.50

Review of applications begins July 15th and will continue until the position is filled.

Anticipated start date: August 15, 2025

Main Responsibilities

Old Main

• Offer comprehensive administrative assistance to faculty, departments, and programs located in the building. This includes:
• Managing telephone and email correspondence.
• Handling incoming and outgoing mail.
• Performing photocopying and scanning tasks.
• Maintaining and ordering office supplies.
• Provide administrative support for various department, program, or course-related projects, such as:
• Departmental reviews.
• Guest speakers for departments and classes.
• Departmental events.
• Job searches.
• Travel arrangements.
• Act as primary contact for building, classroom, restroom, common area, office, key, and equipment maintenance, upkeep, and safety, collaborating with Facilities, Campus Safety, Gustavus Technology Services, and the Office of the Registrar.
• Coordinate with the Finance Office, faculty, department chairs, and program directors to manage and track the budget and spending of faculty, departments, and programs within the building. This includes compiling, tracking, and reconciling receipts for spending and conference travel, as well as providing monthly budget reviews.
• Oversee external communications for the departments, including managing newsletters and social media.
• Coordinate scheduling for events in Old Main that fall outside of class hours.
• Maintain/supervise use of bulletin boards for building and for each department.
• Hire and supervise student employees.
• Help plan department, program, or course-related events in coordination with faculty and campus offices such as Marketing and Communication, Dining Service, Facilities, Campus Activity Office, and Provost's Office.
  
  

Folke Bernadotte Memorial Library

• Manages a large and complex budget, which includes:
• Ensuring fiscal responsibility for a large department budget ($800,000 ) which includes library's operating budget in addition to multiple endowed budget lines, restricted and unrestricted
• Collaborating with department chair on a daily basis and with department faculty and staff about expenditures on an as needed basis
• Reconciling and distributing updated monthly budget reports to department
• Producing fiscal year end budget report accounting for transfers and rollovers
• Verifying and submitting weekly payments/invoices as well as all library deposits to Finance Office
• Processing IDTs (Interdepartmentally) to rectify appropriate budget lines
• Collecting, packaging, and remitting all returned materials and tracking credit
• Gathers and submits library data (e.g. ACRL statistics, IPEDS survey)
• Assists with monthly billing/crediting for library materials to campus student accounts and/or faculty and community patrons
• Assist with supervision of student employees as needed
  
  

All other duties as assigned.