Library Administrative Coordinator

Montana State University; Bozeman (MT); On-site; USD 28,000 - 41,000; Full time

Job summary

The Library Administrative Coordinator at Montana State University Library provides high level operational support to the Library Administration offices. If you enjoy delivering exceptional customer service and thrive amid changing priorities, we want to hear from you!

Key duties include office management, donor liaison, program coordination, and developing/maintaining webpages. Strong communication, multitasking, and attention to detail are essential.

Qualifications

• Bachelor's degree or equivalent education and experience.
• Office experience handling multiple priorities.
• Ability to interpret and explain information clearly.
• Proficiency with standard workplace software (spreadsheets, word processing, presentations).

Responsibilities

• Provide exceptional customer service and manage the office as the main contact for inquiries.
• Offer high level support for several leaders and teams.
• Develop and maintain library webpages and content.
• Support outreach and event coordination for library marketing.

Skills

Communication skills

Interpersonal skills

Organizational skills

Time management

Attention to detail

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Job description

Please see Special Instructions for more details.

This position is not eligible for sponsorship

Position Information

Announcement Number

Announcement Number STAFF - VA - 27164

For questions regarding this position, please contact:

The Library Administrative Coordinator provides high level operational support to the Library Administration offices. If you enjoy providing exceptional customer service to a variety of people, are motivated and organized, and thrive in an environment where priorities change frequently, we want to hear from you!

Position Number

Position Number 4M1090

Department

Department Library

Division

Division Library

Appointment Type

Appointment Type Classified

Contract Term

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA

FLSA Non-Exempt

Union Affiliation

Union Affiliation FOCUS-MFPE

FTE

FTE 1.0

Benefits Eligible

Salary $25.04 per hour, commensurate with experience, education, and qualifications

Contract Type

If other, please specify

Recruitment Type

Recruitment Type Open

General Statement

The library administration team provides high level support services for Montana State University Library through quality customer service, flexible and creative approaches to supporting and marketing the work of the organization, and outreach across the campus community.
The person in this position is an integral part of the office operations, providing crucial support and excellent customer service. This role requires exceptional multitasking abilities, strong communication skills, and a keen attention to detail to ensure smooth operations and effective time management for the various areas this position supports.

Duties and Responsibilities

Office Management and Executive Administrative Support:

• Provide exceptional customer service and management of the office in a knowledgeable and professional manner as the point person for general inquiries.
• Provide high level support for several leaders and teams.
• Webpage Development and Maintenance: review, update, and maintain existing webpages and create new content and webpages.
• Work on special projects as assigned and serve on committees as appropriate.

Donor and Foundation Liaison:

• Serve as liaison to the Friends of the Library Board including: maintaining board policies and processes documentation, keeping minutes and webpages, budget requests and annual budgeting.
• Serve as liaison to the Montana State University Alumni Foundation to: collect budget and expense reports for the Friends Board, collect donor contact information for donor outreach and marketing materials, and more.
• Support the Dean in donor relations and outreach: create donor support letters on a regular basis, maintain donor marketing calendar, create donor relations materials

Program Coordination:

• Provide coordination for administration office management including scheduling of front office coverage, student employee support, point of need queries, and other general needs.
• Provide organization and structure by maintaining supplies organization, marketing templates, files and archival processes of front office materials, etc.
• Support library outreach by coordinating events, assisting with event marketing as needed, collecting materials and resources for events, staffing events, and doing outreach to targeted groups on campus.
• Support library marketing and communications by working with the Communications Committee, ensure material reviews and feedbacks are communicated in a timely manner, attend University Communications meetings to ensure compliance with university processes, work with printing vendors to order and collect marketing materials
• Maintain external partnerships with businesses, local publicity opportunities, and event venue information.

Required Qualifications – Experience, Education, Knowledge & Skills

• Bachelor's degree or an equivalent combination of relevant education and experience.
• Office experience in an environment which required successfully supporting multiple people with numerous interruptions and/or frequent changes in priorities.
• Demonstrated experience in interpreting and explaining detailed information, both verbally and in writing, to a variety of constituents.
• Demonstrated experience using standard workplace software, especially spreadsheets, word processing, and presentation.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Advanced proficiency in Microsoft Word and Excel, with experience formatting professional documents, creating attractive publications (e.g., newsletters, marketing materials) and/or utilizing mail merge functionality.
• Administrative experience supporting or interfacing with executive-level personnel.
• Demonstrated experience in web maintenance content development and support.

The Successful Candidate Will

• Ability to establish and maintain cooperative working relationships with various constituencies, including students, administrators, co-workers, and faculty.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Excellent communication and interpersonal skills.
• Strong organizational and time management skills.
• Attention to detail, to meeting deadlines, and to prioritizing competing demands.
• Aptitude for problem solving and facilitating the work of others.
• Good judgment and self-motivation.
• Skill at prioritizing, organizing, and working on multiple projects, including organizing, coordinating and managing events.
• Represent the Library to others in a professional and courteous manner.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University's rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties?

This position has supervisory duties? No

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Desired Start Date Upon successful completion of a search

Position End Date (if temporary)

Open Date

Close Date

Special Instructions

This position is not eligible for sponsorship

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran's Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran's preference, please complete the veteran's preference information located in the Demographics section of your profile.

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).