Library Administrative Specialist

October 11, 2024

University of North Carolina at Charlotte


Position Information
General Information

Vacancy Open to All Candidates
Employment Type Permanent – Full-time
If time-limited, note appointment end date
Hours per week 40
Months per year 12
Position Number 002174
NC Salary Grade Equivalency GN06
Classification Title Administrative Support Specialist – Journey
Working Title Library Administrative Specialist
Salary Range $36,121 – $41,000
Anticipate Hiring Range $36,121 – $41,000
FLSA Status Non Exempt
Division Academic Affairs
Department Library (Adm)
Work Unit Library
Work Schedule 8:00 am – 5:00 pm; Monday – Friday
Primary Purpose of Position The primary responsibilities of this position are coordinating the Library’s purchasing and travel processes, performing data entry and reconciliation of financial transactions, and assisting the Dean and Associate Dean for Planning, Innovation and Engagement with external relations duties and functions. In addition, this position will be responsible for ordering and tracking supplies, and maintaining the supplies inventory, supporting personnel and finance functions, and providing administrative support for Library Administration and Associate Deans. This position serves as the backup for the Executive Assistant to the Dean on scheduling and events.
Minimum Education/Experience Required Minimum Qualifications:
Graduation from high school and one year of related office experience; or an equivalent combination of education and experience.
University Preferred Qualifications:

Graduation from high school and demonstrated knowledge, skills, and abilities gained through three years of specialized office experience or an equivalent combination of education and experience.
Essential Job Duties
  • Facilitates the library’s purchasing process from start to finish.
  • Obtaining internal approvals and submitting the requisitions in 49erMart.
  • Troubleshooting any issues with an order and updating the requestor on the status of their order, facilitating any returns and/or refunds/credits, completing receiving, and saving all associated purchasing documentation to the Library Finance Team’s electronic filing cabinet.
  • Facilitates the library’s travel process for employees from start to finish.
  • Obtaining internal approvals and submitting the required university travel forms and all supplemental documentation.
  • Purchasing travel with a p-card, and saving all associated purchasing documentation to the Library Finance Team’s electronic filing cabinet.
  • Manages the library’s internal travel pre-approval system.
  • Monitors the library’s travel budget through data collection and analysis.
  • Coordinates the yearly travel budget projection process.
  • Coordinates and facilitates solutions to issues regarding internal processes around travel and purchasing requests by interpreting Library and University policies and procedures.
  • Assists the Dean and the Associate Dean for Planning, Innovation and Engagement with duties and functions related to external relations, including the Library’s Board of Advisors and helping to build the Friends of the Atkins Library program.
  • Maintains updated records of donors and other community members for the purpose of communicating library-related activities and events.
  • Uses a variety of programs to conduct research on potential donors, coordinates meetings, and identifies innovative ideas to move the Library’s Advancement efforts forward.
  • Independently composes letters, memos, and emails to assist Library Administration, the Dean, and Associate Deans in corresponding with internal and external customers, including current and potential donors, Friends of the Atkins Library members, and Atkins Library Board of Advisors members.
  • Daily reconciliation of the Library’s financial shadow system/companion system, Malibu.
  • Daily data entry into Malibu of any purchases including, but not limited, to p-card transactions, requisition/purchase orders, and travel purchases/reimbursements.
  • Reconciles p-card transactions in Bank of America Works.
  • Maintains and updates library process documents and tracking sheets.
  • Manages and organizes the Library Finance Team’s shared inbox. Coordinates the resolution of inquiries that are sent to the Library Finance Team’s shared inbox.
  • Orders, tracks, and maintains the library’s stocked office supplies and ink cartridges.
  • Backs up the Executive Assistant to the Dean on event planning and execution as well as scheduling.
  • Assists with event planning, scheduling, and execution as needed.
  • Demonstrates excellent customer service.
  • Demonstrates initiative when addressing and resolving problems.
  • Handles confidential and sensitive information professionally.
Other Work Responsibilities
  • Involved in many aspects of the department’s operational procedures and communications.
  • Ability to be cross trained on personnel and finance functions to back up team members.
Departmental Preferred Experience, Skills, Training/Education
  • Four year degree with previous University experience preferred.
  • Experience with budget management, including maintenance of records, reconciliation, spreadsheets, and related software.
  • Experience with systems such as Banner Finance, e-procurement (49erMart), Archibus, Bank of America Works, and financial shadow systems/companion systems are preferred.
  • Knowledge of and proficiency with various software and technology, including Google Applications and Microsoft Office.
  • Knowledge of various software including financial and administrative software.
  • Ability to master new technologies.
  • Ability to analyze and troubleshoot problems.
  • Strong customer-service, communication, organizational, and interpersonal skills; strong attention to detail.
  • Previous customer service experience.
Necessary Licenses or Certifications
Work Location J. Murrey Atkins Library
Posting date 08/20/2022
Closing date 10/10/2022
Proposed Hire Date 09/19/2022
Contact Information
Special Notes to Applicants Atkins Library is committed to cultivating an inclusive environment where everyone feels welcome and differences are valued and respected. We embrace and support the spectrum of human and social identities and strive to create and maintain equity for all employees and users.
UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits

The finalist will be subject to a Criminal Background Check.
Please upload reference information including ​names, position titles and company/institutions, phone numbers, and email addresses of at least ​two​ current/previous supervisors.

* The Search Committee will not contact references without first verifying permission with the finalist​.
Please ensure your full range of knowledge, skills, abilities, experience, and education are listed on your application.
* Do not write ‘see resume’ on your application when completing the job duties section.
If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities, and experiences to support your answers (see job duties section of previous employment).
* Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Please submit a resume and cover letter with your application.
* These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education, and professional experience.

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