Library Administrative Services Assistant

Ball State University

Muncie, IN

ID: 7232855 (Ref.No. BSU42248)
Posted: March 28, 2024
Application Deadline: Open Until Filled

Job Description

Organize, process, monitor, and maintain all student employment records; provide support and assistance for the Dean's Office; serve as first point of contact with visitors providing information on policies, procedures, and refer to appropriate area; interact with university departments for scheduling rooms and establishing departmental printing accounts in Bracken Library; process purchase orders; support an inclusive, diverse, and collaborative work environment and service culture to advance the strategic direction of the University Libraries.

Ball State University Libraries is searching for a customer service and detail-oriented person to join our team. This is a vibrant office environment, and we are committed to providing excellent customer service to the Ball State community. This position is responsible for performing a variety of duties including providing a welcoming experience for customers through various mediums, overseeing student employment activities, assisting customers with room reservations, and providing overall administrative support for the Library Dean’s Office. We are committed to a positive and inclusive work environment. You will receive support from your supervisor and co-workers for your success in this position. This is a full-time opportunity to work in a positive and encouraging office environment. It comes with a great benefits package that includes paid time off, 10 paid holidays, University funded retirement programs, medical and prescription plans, dental, flexible spending and health savings accounts, tuition discounts, and much more! Come and be a part of the Ball State University Libraries team!

Job Function:

Minimum Education:

Associate's degree or equivalent in accounting, business administration, or related area.

Preferred Education:

Bachelor's degree in accounting, business administration, or related area.

Minimum Experience:

Over one through three years of office, accounting, secretarial or related experience.

Preferred Experience:

Over one through three years of office, accounting, secretarial, or related experience in an academic environment; experience with Access.

Duties and Responsibilities:

Oversee student employment procedures; includes process vacancies for student jobs; post current job descriptions with Career Center; use automated BSU timekeeping system and Banner daily to add, edit, and delete student employee information including wage increases and Federal Work Study status; compile student wage reports and breakdowns for student supervisors of regular and work study hours and expenditures; maintain Student Information Access database and track compliance with student training; create and submit student EPAFs; work with student supervisors to oversee student timecards; verify accuracy of student timekeeper forms.
Administer the Libraries' room reservation system (OpenRoom); update OpenRoom system according to Bracken Library's hours of operation; moderate room usage according to established guidelines; serve as main contact for assisting library users, faculty, and staff with scheduling rooms according to room availability and departmental needs.
Provide administrative support for the Dean's Office, includes: process monthly acknowledgement letters to Friends of Bracken Library; track compliance with annual personnel training such as EduRisk; verify network and equipment charges; compile library public use copy usage, charges, and deposits for review; process journal vouchers as needed; update personnel contact information in files and in Outlook; update all Dean's Office files according to recommended records retention cycle; provide specific back-up duties to each member of the Dean's Office staff in their absence.
Assist faculty and staff with setting up and maintaining departmental accounts for large format printing and laminating; process charges monthly for laminator and plotter usage and departmental copy cards; includes maintain records of departmental authorizations for charges and prepare journal vouchers.
Perform receptionist duties for the Dean's Office; welcomes visitors by greeting them in person or on the telephone, answering inquiries or referring them to the appropriate area; maintain and purchase inventory of office supplies and university forms; perform scanning and digitization of documents.
Keep organized inventory and follow security protocols for issuing keys for areas throughout Bracken Library; document key assignments and returns; maintain key inventory database.
Perform other related duties as assigned.
Maintain regular and predictable attendance.
Process all steps for purchase orders from submitting orders in the purchasing system to monitoring receipt of goods and services; track supply budget for all units.

At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.

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