Coordinator of Administrative Services – Libraries

Miami University

Oxford, OH

Job Description Summary: Miami University Libraries seeks an organized, proactive, and service-oriented individual to serve as the Coordinator of Administrative Services. This position provides executive support to the Dean and University Librarian and manages the daily operations of the Office of the Dean. The Coordinator plays a critical role in ensuring efficient operations, supporting staff engagement and professional development initiatives, and maintaining effective internal and external communications. We seek a professional who is committed to excellence, collaboration and fostering a welcoming workplace culture.

Job Description

Executive Support

• Provides direct administrative and project assistance to the Dean, including managing the Dean’s calendar, scheduling meetings, coordinating travel arrangements and itineraries, and preparing expense reports.
• Draft briefing materials, meeting agendas, reports, presentations, and correspondence on behalf of the Dean.
• Record meeting minutes as needed and maintain accurate documentation.
• Prepares confidential correspondence, drafts letters, memos, etc. for the Dean
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion

Office Management

• Oversees the daily operations of the Office of the Dean.
• Directs and oversees assignments for administrative staff and student workers; assists with evaluations and feedback as appropriate.
• Provides a bridge for smooth communication between the Office of the Dean and internal/external departments; demonstrating leadership to maintain credibility, trust and support with stakeholders.
• Maintains personnel files and assists with staff search processes, hiring and onboarding.
• Manages the divisional personnel budget, including increment process, vacancy tracking, position authorization, hiring (temporary and permanent), leaves, compiling salary profiles and developing monthly salary report of vacancies.
• Arranges complex meetings, preparing meeting material and handling meeting logistics (i.e. lodging, meals, agenda distribution, travel arrangements).
• Processes travel authorization forms and reimbursements.

Staff and Organizational Support

• Coordinates and supports the promotion, continuing contract and annual review process for librarians and staff performance evaluations.
• Provides occasional backup administrative support to the Associate/Assistant Deans.
• Proactively respond to inquiries regarding library operations, policies, and procedures, escalating as necessary.
• Researches, prioritizes, and follows up on issues and concerns addressed to the Dean.
• Works closely and effectively with departments; demonstrating leadership to maintain credibility, trust and support with internal and external stakeholders.
• Plan and coordinate meetings and events organized on behalf of the Dean, including divisional meetings, the Library Alumni Advisory Board and the Libraries Dean Student Advisory Council.

Minimum Qualifications:

• Bachelor’s degree and three years of post-baccalaureate experience.
• Consideration may be given to candidates with:
• Ability to provide executive support to the Dean in a professional manner; and to work regularly with Associate/Assistant Deans and other library personnel.
• Excellent verbal/written communication skills; excellent interpersonal skills.
• Ability to exercise discretion and confidentiality in all matters.
• Commitment to quality, innovations and process improvement, with an emphasis on collaborative teamwork and high standards of customer service.
• Ability to work under pressure; flexibility as a self-starter who takes initiative and accountability for projects; sound judgment, and the ability to make independent decisions with little supervision.
• High level of organizational and public relations skills and knowledge of office procedures and protocol.
• Ability to interact effectively with members of the University community and outside constituencies;
• Openness and interest in engaging with new technologies and proficiency with commonly-used software;
• Excellent problem solving skills, analytical thinking, and visionary skills necessary to advance the educational mission of the university and the Libraries ;
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms; experience working with data sets; experience with personnel budgets; experience with and understanding of Miami’s system (i.e. Workday), policies and procedures.
• Understanding of project management best practices and project management tools.

Additional Position Information (if applicable):

Required Application Documents

• Attach cover letter and current resume.

Special Instructions (if applicable): Contact Aaron Shrimplin, Senior Associate Dean, (shrimpak@miamioh.edu) for inquiries. Screening of applications will begin 2 weeks from the date of posting and will continue until the position is filled.

To learn more and apply, please visit: https://miamioh.wd5.myworkdayjobs.com/miamioh-staff/job/King-Library/Coordinator-of-Administrative-Services---Libraries_JR102321

Additional Information

A criminal background check is required. All campuses are smoke- and tobacco-free campuses.

This organization participates in E-Verify.

Remote Work

For positions that are approved for remote work: Remote work is not a right, it is a work arrangement that can be modified or revoked by Miami University at any time for any reason, including the convenience of the University.

Reasonable Accommodations

Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560. Questions and follow-ups regarding requests should also be directed here.

Miami University Values Statement

Miami University is a scholarly community whose members believe that a liberal education is grounded in qualities of character as well as of intellect. We respect the dignity of other persons, the rights and property of others, and the right of others to hold and express disparate beliefs. We believe in honesty, integrity, and the importance of moral conduct. We defend the freedom of inquiry that is the heart of learning and combine that freedom with the exercise of judgment and the acceptance of personal responsibility.

For more information on Miami University’s mission and core values, please visit the Mission and Core Values webpage.

Equal Opportunity/Affirmative Action Statement

Miami University, an Equal Opportunity/Affirmative Action employer, encourages applications from protected veterans and individuals with disabilities. Miami University prohibits harassment, discrimination and retaliation on the basis of age (40 years or older), color, disability, gender identity or expression, genetic information, military status, national origin (ancestry), pregnancy, race, religion, sex/gender, status as a parent or foster parent, sexual orientation, or protected veteran status in its application and admission processes, educational programs and activities, facilities, programs or employment practices. Requests for reasonable accommodations for disabilities related to employment should be directed to ADAFacultyStaff@miamioh.edu or 513-529-3560.

Clery Act

As part of the University’s commitment to maintaining a healthy and safe living, learning, and working environment, we encourage you to read Miami University’s Annual Security & Fire Safety Report at: https://miamioh.edu/life-at-miami/university-safety/annual-report/index.html, which contains information about campus safety, crime statistics, and our drug and alcohol abuse and prevention program designed to prevent the unlawful possession, use, and distribution of drugs and alcohol on campus and at university events and activities. This report also contains information on programs and policies designed to prevent and address sexual violence, domestic violence, dating violence, and stalking. Each year, email notification of this website is made to all faculty, staff, and enrolled students. Written notification is also provided to prospective students and employees. Hard copies of the Annual Security & Fire Safety Report may be obtained from the Miami University Police Department at 513-529-2223.

Labor Law Posters for Applicants

Please visit our Labor Law Posters webpage to access all relevant and applicable labor law information.

Benefits Eligible: Yes