4041 Operations Administrator for Library

POSITION IDENTIFICATION

TITLE Operations Administrator for Library

CLASSIFICATION NUMBER 4041

GRADE 43

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Dean of Libraries

GENERAL FUNCTION

The Operations Administrator for the Library coordinates all aspects of library processes, including, but not limited to perform budgeting and financial record keeping as well as developing/maintaining databases, statistical trend analysis, resolving problems, and monitoring processes in the daily operation of the Library. This position works collaboratively with the Dean and Associate Dean of the Library to provide support and managerial assistance in the implementation of various operational functions within the library administrative office. This position also supports maintenance and revision of Library publications and web pages as assigned.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree is required; a Master’s degree is preferred. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.

Experience: With a Bachelor’s degree, at least five years of experience in responsible positions in higher education organizing and managing projects and/or activities is required. With a Master’s degree, at least two years of experience in responsible positions in higher education organizing and managing projects and/or activities is required. Experience working in education or business administration is preferred.

Skills: Strong oral and written communication skills, and excellent interpersonal and organizational skills are required. Documented proficient computer skills including experience in word processing, spreadsheets, and database management is required.   Experience with statistical analysis software is preferred. Familiarity with the Banner system is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Manages and oversee day-to-day administrative functions of the Library administrative office.

2. Helps to ensure the achievement of the mission of the University by assisting the Dean of the Library, Associate Dean of the Library, and Library operational service areas including the Testing Center and the Ozarks Studies Institute.

3. Assures the utilization of available techniques, technologies, and accurate methodology to assist with budgeting, budget reporting, resource allocation, and budget control.

4. Oversees monthly review process of Library budgets and report anomalies to the Associate Dean and Dean of the Library, and the Budget and Financial Manager of the Provost Office and/or Financial Services as appropriate.

5. Oversee the Library cost center budgets including authorization to process payment requests, requisitions, expenditures, and transfers.

6. Prepares and reviews travel expense reports for accuracy and adherence to policy.

7. Assists with administrative functions within the college by developing and maintaining various databases and record keeping used to compile, analyze, and report historical data regarding library cost-center functions, internal and external grants, gifts, travel funding, student payroll activity tracking, and other records of functions administered by the Library.

8. Provides support for functions administered by the Library, including Library Information Science (LIS) coursework.

9. Oversees file retention and management system for the Library cost center audit control.

10. Assists in the support of LIS certificates or other LIS professional credentials provided by the Library.

11. Promotes a positive, productive experience for all Library User Constituents.

12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the Associate Provost and Dean of the Library.

13. Helps to ensure the success of the Library by performing all other duties as assigned.

SUPERVISION

The Operations Administrator for the Library supervises student employees and part-time employees.

OFFICE OF HUMAN RESOURCES

 REVISED JANUARY 2025

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 3.0 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.

Factor 2: Supervisory Responsibility

Level 2.0 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3.0 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3.0 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 3.0 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.