Library Administrative Services Assistant

Posting Details
Position Information

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Position Title	Library Administrative Services Assistant
About this Opportunity	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!
Our Statement on Inclusiveness	At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness’ as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.’ As such, this value incorporates a commitment to inclusive excellence and freedom of expression.
Salary Grade	10
Wages Begin At	16.2
FLSA	Non-Exempt
Hrs/Week	40
Pre-Employment Screening	Requires successful completion of a background check.
Position Function	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.
Minimum Education	Associate’s degree or equivalent in accounting, business administration, or related area.
Minimum Experience	Over one through three years of office, accounting, secretarial or related experience.
Minimum Other	Working knowledge of basic Microsoft applications.
Authorization to work in the US	Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education	Bachelor’s degree in accounting, business administration, or related area.
Preferred Experience	Over one through three years of office, accounting, secretarial, or related experience in an academic environment; experience with Access.
Preferred Other
Position Title(s) Supervised	None.
EEO Statement	Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University	Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master’s, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:	https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:	IN Indiana
Department	University Libraries:170090
Department Information	Hours for this position are Monday – Friday, 8 – 5; summer hours 7:30 – 4:00. This position is a Grade Level 10 within the University.
Department Email or Phone Number	765-285-5277

Duties & Responsibilities

Ranking

1

Job Duty

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.

Ranking	2
Job Duty	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.

Ranking

3

Job Duty

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.

Ranking	4
Job Duty	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.

Ranking	5
Job Duty	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.

Ranking	6
Job Duty	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.

Ranking	7
Job Duty	Keep organized inventory and follow security protocols for issuing keys for areas throughout Bracken Library; document key assignments and returns; maintain key inventory database.

Ranking	8
Job Duty	Perform other related duties as assigned.

Ranking	9
Job Duty	Maintain regular and predictable attendance.

Posting Detail Information

Posting Number	202401445SF
Number of Vacancies	1
Desired Start Date	05/20/2024
Position End Date (if temporary)
Open Date	03/28/2024
Close Date	04/09/2024
Open Until Filled	No
Special Instructions Summary
Information for Applications Requiring a Cover Letter	In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University’s enduring values , including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.’