Office Coordinator-Library

Job Title

Coordinate and administer programs, projects, and processes for Russell Library's Administrative Office

Job Description

Coordinates and administers programs, projects, and processes for Russell Library's Administrative Office, and serves as administrative liaison within and outside the institution on matters related to purchasing, personnel, and operations. Maintains the operating, materials, and sales & services budget expenditures, as well as a number of foundation accounts on behalf of the various departments in Russell Library; orders supplies and equipment for the library; makes payment for all services required for daily operation of the library. Serves as liaison to the University's Budget Office for reconciliation of budget balances. Assists and coordinates departmental allocation expenditures. Maintains records, statistics, and reports regarding library operations. Performs statistical analysis as needed. Works closely with the Administrative Assistant I in the Dean's office, holding primary responsibility for purchasing-related tasks and the library's budget administration functions, and provides mutual backup coverage so that these functions continue without interruption when either position is out of the office.

Responsibilities

Office & Administrative Coordination - 20% Coordinates and administers programs, projects, and processes specific to Russell Library's Administrative Office. Serves as administrative liaison within and outside the institution on matters related to purchasing and operations. Provides front-line administrative support to the library's departments, including Access Services, Special Collections, Information Services and Studies, and Collection and Resource Services. May assist in training, assigning, and checking the work of lower-level employees; may be designated as lead worker. Procurement & Purchasing - 25% Coordinates with each library department to receive invoices for all expenses and makes requests for payment within the PeopleSoft eProcurement and Payment Request Center systems. Library expenditures include various electronic tools used for library processing, equipment maintenance charges, software, electronic databases, periodical subscriptions, monographs, and other media. Receives invoices and submits payment against open purchase orders. Coordinates with the Budget Office and University Advancement to monitor and reconcile library expenditures, requesting additional information as needed concerning payment for goods and services. Orders supplies and equipment for the library. Manages requisitions within the eProcurement system, payment requests in the Payment Request system, and the Advancement Services Payment Request System. Budget & Budget Forecasting - 20% Maintains records for operating, materials, and sales & services budget expenditures, as well as a number of foundation accounts on behalf of the various departments in Russell Library. Tracks expenditures and reconciles balances. Coordinates with the Budget Office to monitor and reconcile library expenses. Provides monthly summaries of expenditures to the Library Executive Session Performs budget and statistical analysis. Creates projections for the cost of annual expenditures and provides required expenditure information. Collaborates with the Administrative Assistant I on management of the library's non-book-related foundation accounts. Cross-Coverage - 20% Works together with the Administrative Assistant I on purchasing-related tasks and budget administration for non-book-related foundation accounts. Cross-trains with the Administrative Assistant I so that purchasing, space/room reservation, and budget administration duties can be covered by either position. In the absence of the Administrative Assistant I, assumes responsibility for purchasing-related and travel/professional development tasks normally performed by that position. Provides the Administrative Assistant I with the working knowledge needed to serve as backup on procurement, purchasing, and budget-tracking duties during the Office Coordinator's absence. Records, Reporting & Personnel Support - 10% Maintains records, statistics, and reports regarding library operations. Other - 5% Other duties as assigned.

Required Qualifications

Educational Requirements Bachelor's degree with at least three years of experience; OR an equivalent combination of education or experience.

Knowledge, Skills, & Abilities

ABILITIES - Ability to present information to others in an organized, efficient manner both written and orally. - Ability to work independently and as part of a team. KNOWLEDGE - Knowledge of GCSU and USG budget practices, rules, and regulations. - Working knowledge of Outlook, Word, and Excel - Working knowledge of ePro and the Payment Request systems, as well as the Foundation Payment system

USG Core Values

The University System of Georgia is comprised of our 25 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2.

Equal Employment Opportunity

Equal opportunity and decisions based on merit are fundamental values of the University System of Georgia (USG). The Board of Regents prohibits discrimination on the basis of an individual's age, color, disability, genetic information, national origin, race, religion, sex, or veteran status ("protected status"). No individual shall be excluded from the participation in, denied the benefits of, or otherwise subjected to unlawful discrimination, harassment, or retaliation under, any USG program or activity because of the individual's protected status; nor shall any individual be given preferential treatment because of the individual's protected status, except that preferential treatment may be given on the basis of veteran status when appropriate under federal or state law.

Other Information

This is not a supervisory position. This position has financial responsibilities. This position will not be required to drive. This role is not considered a position of trust. This position requires a purchasing card (P-Card). This position will not travel This position does not require security clearance.

Background Check

Credit Report Standard + Education