Administrative Services Specialist
University of Iowa

Iowa City, Iowa

Posted in Call Centre and Customer Service


This job has expired.

Job Info


The University of Iowa Law Library seeks applications for the position of Administrative Services Specialist. Reporting to the Administrative Services Manager, the Administrative Services Specialist is responsible for providing administrative, budgetary, and operational support within the Law Library. This includes serving as the point person for administrative organizational support; addressing and resolving library and facility issues during the weekend and second shifts; assisting with the maintenance and distribution of library carrels; and closing the Law Library five days a week. This position requires adaptability, flexibility, and attention to detail as new issues or changes can emerge without notice and require immediate action/attention. Additionally, as a supporting member of the Administrative Team and back-up for some duties of the Administrative Services Manager, a high level of discretion and confidentiality are required.

The Administrative Services Specialist's responsibilities will include operational, information, communication management, human resources, financial, and strategic planning. This position is not eligible for remote work.

Key Areas of Responsibilities and Specific Job Tasks

Operational Support and Management

  • Develop, monitor, revise, and implement library policy and procedures, as necessary, to support departmental workflows and goals.
  • Lead and participate in regular library team meetings. This includes coordinating the Admin Team meetings, agendas, minutes, and follow-up lists.
  • Coordinate and act as point person on facilities projects. Maintain list of projects and ongoing issues.
  • Contribute to individual and departmental projects and educational opportunities. This includes attending meetings, participating or representing assigned duties on teams/committees/projects, and documenting procedures.
  • Troubleshoot and ensure functioning of all library equipment (i.e., self-checkout, printers, computers, photocopiers, etc.) and order supplies.
  • Close the library Sunday through Thursday. This includes participating in circulation operations (i.e., stack maintenance, managing the lost and found, monitoring and processing lost book charges and refunds, etc.) and receiving serials and continuations materials, in all formats.

Human Resources
  • Participate in the hiring, training, and supervision of staff and student workers. This includes:
    • serving as back-up for schedule creation and updates at service points,
    • devising/editing cross-training plans,
    • developing benchmarks,
    • tracking staff progress and professional development,
    • assessing staffing needs,
    • providing overall project management and job-related support and professional development,
    • conducting performance reviews or providing helpful feedback, and
    • developing/maintaining internal support guides for staff (i.e., staff handbooks, student handbooks, related LibGuides, etc.).
  • Participate in mandated and personally selected continuing education and professional development opportunities. This includes active support of the University's commitment to diversity, equity, inclusion, and belonging (DEIB) in the workplace.
  • Create, adjust, and set priorities and tasks, meet workflow demands, and achieve related goals for appropriate teams.

Financial Responsibility:
  • Assist in the identification, coordination, processing, and ordering of materials and subscription renewals, including GOBI operations, for the Law Library.
  • Provide back-up to the Administrative Services Manager on budget and fiscal activities. This includes participating in payment and other fiscal activities, reviewing vendor statements and contacting vendor reps to resolve problems, and assisting with coordinating wire transfer payments through University Shared Services.
  • Advocate and participate in applying for external funding of projects and library technology.
  • Manage grants and any other project monies tied to Law Library initiatives.

Strategic Planning:
  • Act as point person on reports and surveys. This includes:
    • participating/contributing to the library's biennial report and other reports;
    • managing timelines
    • collecting and reporting monthly, quarterly, and annual statistics from a variety of sources/teams
    • collecting and maintaining special project or team statistics and reports.
  • Research and explore collaborations with students, faculty, staff, campus, state agencies, libraries, and community partners that support the University and Law Library's mission to improve, and expand, access to legal materials, as needed.

Information Management:
  • Deal extensively with the library's visitors. This includes explaining and enforcing library policies, exercising judgment, and making decisions about possible exceptions or special handling at times.
  • Direct visitors to library, law school, and university resources.
  • Collaborate with teams and cohorts to coordinate workflow across the library to ensure our spaces and collections are as accessible as possible.

Communications Management:
  • Research information to facilitate the communication process.
  • Communicate frequently with the Librarian in charge of Access & Collections as well as the other Library Assistant Managers and staff from other libraries in person, in emails, and in meetings to ensure operational efficiency.
  • Communicate with ITS, vendors, and others, as needed.
  • Collaborate with staff in the University Libraries, College of Law, and other University departments on awareness, outreach, and promotion of Law Library events.

Additional job duties as assigned based on individual knowledge, skills, and abilities.

To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact joshua-gulick@uiowa.edu

Position Qualifications

Education Requirement
  • Bachelor's Degree or an equivalent combination of education and experience.

Required Qualifications

  • Minimum of 1 to 3 years of work experience in a professional library setting, administration, or administrative support.
  • Excellent written and verbal communication skills.
  • Excellent interpersonal, professionalism, and customer service skills.
  • Ability to work in a team-based setting where consultation, flexibility, collaboration, and cooperation are essential.

Desired Qualifications
  • Customer service and/or clerical experience.
  • Demonstrated ability to work on collaborative projects.

Application Details:

In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
  • Resume
  • Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education. Up to 5 professional references will be requested at a later step in the recruitment process. For questions, contact Josh Gulick at joshua-gulick@uiowa.edu.

Benefits Highlights
  • Regular salaried position. Located in Iowa City, Iowa.
  • Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
  • For more information about Why Iowa? Click here.

Additional Information
  • Classification Title: Admin Services Specialist
  • Appointment Type: Professional and Scientific
  • Schedule: Full-time
  • Work Modality Options: On Campus
Compensation
  • Pay Level: 3B
Contact Information
  • Organization: College of Law
  • Contact Name: Josh Gulick
  • Contact Email: joshua-gulick@uiowa.edu


This job has expired.

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