This position exists to perform advanced administrative services to the Dean of Libraries, two Associate Deans of Libraries, and the Executive Director of Libraries Administrative Services. Additionally, this position serves the library department heads and staff by facilitating the daily activities of the libraries' administrative suite. This role serves as the dean's primary contact on delivering information on his behalf to the 250 staff, faculty and students who work in this library, the teaching faculty, the deans, university administration as well as a multitude of libraries in this state and nation who contact us for information or services.
This individual must ensure that the office runs smoothly and performs functions that will enhance the library administrator's status and ensures the responsibility this office has in promoting the goals and missions of the libraries and university is met. This position is the first person a visitor, donor, student, faculty or staff sees when they enter the library's administrative suite. Congeniality, consideration and helpfulness to all visitors must be maintained in order to promote a positive image for the UT Libraries and campus. The decisions made in this role impact the library administrators as well as the campus.
·Provide advanced administrativesupport for the Dean of Libraries, two Associate Deans of Libraries, ExecutiveDirector of Libraries Administrative Services, 8 Dean's Cabinet members, aswell as other Library faculty and staff consisting of a diversified variety oftasks.
·Serve as communications liaisonbetween library administrators and members of the library staff, patrons,donors, visitors, other university administrators as well as many contactsacross the state and country. Provide information and interpret policies andprocedures when necessary on behalf of the library administrators.
·Schedule twenty plus (Dean, two AD's,and 18 department head, director and managers) very busy calendars in Outlook,as well as maintain the Administrative Conference Room calendar.
·Arrange numerous meetings for library,campus administration, university and local entities; answer and screen phonecalls; schedule conference calls; communicate library administrators'instructions and messages to staff; greet visitors to the administrative suiteand coordinate office coverage.
·Oversees monthly and biweekly payrolladministration and reconciliation process; creates & maintains balancereports for student library assistant departmental budgets.
·Make call for agenda items as well asmaintain agendas and action items for biweekly Dean's Cabinet meetings, monthlyLibrary Council meetings, and monthly Dean's Staff Advisory Council.Attend Library Council to record &distribute meeting minutes. Make a call for monthly items to be listed in theDean's Newsletter; compile and distribute to Library Marketing &Communication for publication.
·Compose correspondence on behalf ofthe Dean and Associate Deans such as documents, policies, surveys, recommendations,confidential personal evaluations; compile and prepare reports for statistics,graphs, and tables.
·Maintain mailing lists for all-librarystaff, library faculty, and library bulletin board listservs; maintainresources on Office 365 drives.
·Coordinates with Executive Directorand Special Event Coordinator to support library events (Whole LibraryMeetings, Power T with the Dean, retirement parties, receptions, etc.) andactivities both in-house and campus-wide by arranging calendars, sending invitations,ordering catering, providing technological needs, etc. Assists with largerevents as needed.
·Serves as the Library's Parkingrepresentative and acquires orange dots.
·Serves as the Library's primarycontact for keys and access codes to the building.
·Serve as backup to coordinate andprocess travel for the Dean and Associate Deans including making registration,flight, car and hotel arrangements. Prepare organized folio for each tripcontaining all registration and confirmation numbers as well as completeagendas for each trip.
Internal Number: 171967
Our primary mission is to move forward the frontiers of human knowledge and enrich and elevate the citizens of the state of Tennessee, the nation, and the world. As the preeminent research-based, land-grant university in the state, UT embodies the spirit of excellence in teaching, research, scholarship, creative activity, outreach, and engagement attained by the nation’s finest public research institutions.