Vaco

Administrative Assistant III - Law Library

Vaco Orlando, FL
Vaco

Administrative Assistant III - Law Library

Vaco Orlando, FL
1 week ago 57 applicants

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Darryl Knight

Darryl Knight

Senior Recruiter at Vaco


Essential Functions
Perform administrative and office support for the Associate Dean's office:
  • Assists with the hiring, orientation, and training of new personnel.
  • Makes travel arrangements for job applicants and occasionally supports the Associate Dean with her arrangements.
  • Performs electronic filing of documents in SharePoint and other systems and sets up organizational structures for documents in consultation with the Associate Dean.
  • Drafts and types correspondence, creates templates for a variety of documents, and sets up document structures that support efficiency for routine library functions.
  • Prepares and plans for staff and individual meetings requested by the Associate Dean and Head of Public Services/Assistant Director of the Law Library, including securing space and information meeting participants of time and location.
  • Prepares Agendas and Meeting Minutes for a variety of staff and related meetings to distribute to meeting participants and places them in SharePoint for ease of access.
Responsible for specifics reconciliation and accounting activities directly affecting Law Library collections and accounts and for those affecting the Associate Dean.
  • In consultation with Technical Services and main campus accounting and payment personnel, regularly performs procurement and accounting functions.
  • Orders office supplies by preparing requisitions and by tracking orders.
  • Inputs, tracks, and e-receives all library purchase order information for all library materials, including books, serials, and electronic resources into Workday.
  • Monitors, tracks, and maintains records of library expenditures and documents all invoices sent to Accounts Payable from the Law Library including blanket POs, receiving against POs, and creating and receiving orders applied to supplier contracts. ?
Responsible for types of classroom support:
  • Uses and trains others on use of Scantron equipment in order to assist faculty and CLASP with multiple choice exams.
  • Prepares requested classroom handouts and other materials.
  • Assists library faculty with Canvas and other classroom specialty programs targeted at increasing efficiency and effectiveness.
  • Provides other assistance as needed.
Assists the Associate Dean with Process Improvement and Project Management projects as needed:
  • Trains other Administrative Assistants, librarians, and administrators on the use of project management and process improvement tools.
  • Performs building planning and renovation duties as a part of on-going building and space planning, including working with vendors and with the Director of Finance as required by the Associate Dean.
Perform other related duties as required or assigned.
Qualifications/Requirements
  • High School diploma or GED required; Associates or Bachelors degree preferred
  • Three to five years strong administrative assistant experience required
  • Knowledge of/ability to learn Workday processes and procedures
  • Must possess strong analytical and problem solving skills
  • Must possess excellent project management, organizational and time management skills
  • Proficient in all Office Suite products including SharePoint, as well as use of standard library utilities, software and services
  • Excellent interpersonal skills, verbal and written communication skills and possess ability to follow and give clear instructions
  • Must possess an aptitude for complex and detailed work and good judgment and ability to make appropriate decisions
  • Ability to work well independently and as a team member and must be able to quickly adapt to changing priorities. Must be able to work collegially with library staff, campus colleagues, and outside vendors.
  • Position holder must be able to perform all duties listed, as well as physical duties such as shelving books, pushing full book carts, communicating with library and campus staff, faculty and students, answering telephones, reading filing instructions and call numbers, reading and handling employee paperwork, bending, stooping, reaching and lifting in accessing materials throughout the Law Library, and utilizing computer display, keyboard and mouse for extended periods of time with repetitive motions

  • Seniority level

    Associate

  • Employment type

    Contract

  • Job function

    Administrative

  • Industries

    Education Administration Programs

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