Administrative and Office Library Coordinator

Advertising Summary: The Partnership for People with Disabilities (Partnership) is seeking a dynamic candidate to serve as the Administrative and Office Library Coordinator for the VCU Training and Technical Assistance Center grant project. This person will provide clerical administration and library coordination in this role.

Unit: School Of Education MBU

Department: Partnership for People with Disabilities

Department Summary: The Partnership for People with Disabilities at Virginia Commonwealth University celebrates over 40 years as Virginia’s University Center for Excellence in Developmental Disabilities Research, Training and Dissemination (www.vcu.edu/partnership).

Duties & Responsibilities:

Provides general office support, including answering phones, assisting consumers, faxing, retrieving and distributing mail, copying, and ordering library and office materials:

• Completes administrative tasks as requested by all T/TAC project staff
• Designs and formats flyers and brochures
• Ensures all T/TAC publications are visually appealing, easy to read, accurate, and error-free prior to dissemination
• Acquires and applies knowledge of University requirements related to document and publication standards
• Assists staff with publication dissemination to ensure proper use of logos, acknowledgments, and sponsorship/funding sources
• Maintains and updates the T/TAC office display materials for workshops, conferences, and meetings
• Researches school websites for updated information and maintains current school contact lists
• Compiles and maintains school and office personnel lists and manages a listserv for bulk email communications
• Collects and disseminates information related to VCU T/TAC activities and accomplishments among Program Specialists, VDOE staff, and marketing personnel at the Partnership for People with Disabilities
• Answers phone and front door for consumers
• Assists with purchasing materials and supplies as needed
• Travel to sites and assist with events upon request
• Lift and pack materials

Provides oversight and support for the T/TAC Materials Library and Assistive Technology (AT) Library, both of which are accessible to the public:

• Learns and utilizes Library World software to support material dissemination and library operations
• Provides library-related information and guidance to T/TAC staff
• Catalogs books, videos, and assistive technology materials in the Library World database
  Maintains and updates the AT section of the Library World database
• Researches books and videos using Library World, the Library of Congress, and WorldCat to ensure accurate cataloging
• Labels all library materials with Library of Congress numbers, T/TAC regional addresses, barcodes, and other required identifiers
• Maintains the library shelving system to ensure materials are organized and accessible to users
• Periodically removes outdated or obsolete materials from shelves and databases and maintains records of all purged items
• Assists consumers with database and visual searches to locate library materials of interest
• Manages the checkout process by completing required forms, entering data into library databases, and tracking materials for statistical reporting
• Checks out materials to consumers and coordinates mailing of materials upon request
• Sends weekly reminders via phone and email to consumers regarding overdue materials
• Conducts an annual inventory of all library and AT materials to assess loss, damage, and outdated resources
• Lift, pack, unpack, and shelve materials in the library
• Keep library materials clean and ready for dissemination for consumers

Enters data for VDOE and NIRS database programs:

• Enters data from VCU T/TAC event data sheets into the VDOE statewide T/TAC database, including trainings and evaluations
• Enters new schools into the VDOE statewide T/TAC database
Enters data from VCU T/TAC event data sheets into the NIRS database, including trainings and publications

Other duties as assigned

Qualifications:

Minimum Qualifications

Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU

High school diploma

Prior experience working in an office environment

Knowledge of administrative, logistical, operational, and technical tasks related to the community engagement field

Ability to complete assignments accurately and on time with a strong attention to detail

Ability to learn new software programs and processes needed for the project's administrative support

Must be dependable and able to report to work on time consistently

Must work on-site at our Staples Mill Road location 5 days per week (This is not a teleworking position.)

Ability to work independently and as part of a team

Must be proactive and willing to cross-train with other team members and provide secondary support as needed

Strong organizational and time management skills with the ability to meet deadlines

Excellent oral and written communication skills in daily interactions

Demonstrated office/clerical coordination work experience

Must be able to lift boxes, organize materials, and pack and unpack training materials in vehicles with project staff

Must be able to travel to on-site events to provide support if needed

Proficient in using web browsers and online resources to research, access, and verify information

The ability to provide excellent customer service to internal and external customers from all backgrounds and experiences

Preferred Qualifications

Associate or Bachelor's degree in a related field

Prior experience working in a library environment

Prior experience working in a higher education setting

Prior office management experience is a plus

Salary Range: 48,800 - 54,000

Benefits: All full-time university staff are eligible for VCU’s robust benefits package that includes comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefits, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more.

FLSA Exemption Status: Non-Exempt

Hours per Week: 40

Restricted Position: Yes

ORP Eligible: No

Flexible Work Arrangement: Fully Onsite

University Job Title: 91903 - Open

Contact Information:
Contact Name: Phyllis Haynes
Contact Email: plhaynes@vcu.edu