Job Information
University of Michigan Head, Administrative Services in Dearborn, Michigan
Head, Administrative Services
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How to Apply
To ensure full consideration, applications must include all the following in a single document.
A cover letter describing your interest in the position and your experience directly relevant to the work of the position
A resume / CV
A list of three professional references, including their names, contact information, and your professional relationship
Summary
The University of Michigan-Dearborn seeks an energetic, innovative, service-oriented and collaborative professional to serve as the Head, Administrative Services for the Mardigian Library. This position is a member of the senior management team of the library and the ideal candidate will bring substantial academic library knowledge and experience and administrative expertise to the position. Reporting into the Director, this position oversees all administrative responsibilities for the Mardigian Library and serves as a trusted advisor for all who work in and use the library spaces. This position requires strong administrative skills; broad knowledge of organizational policies and procedures; and excellent interpersonal and communication skills.
Who We Are
The University of Michigan-Dearborn (UM-Dearborn) is one of the three campuses of the University of Michigan system. UM-Dearborn is a comprehensive university offering high-quality undergraduate, graduate, professional, and continuing education to residents of southeastern Michigan, and currently enrolls approximately 9,000 students. UM-Dearborn is located 10 miles west of downtown Detroit and 35 miles east of Ann Arbor. The campus is strategically located on 200 suburban acres of the original Henry Ford Estate in the Greater Detroit Metropolitan Region.
The Mardigian Library fosters a culture of diversity, equity, and inclusion as essential core values to achieving our mission to enrich the quality of life in an inclusive work environment through competency training, reassurance of personal growth, restorative communication practices, and embracing the diverse identities of patrons within the University of Michigan-Dearborn community.
Why Work at Michigan?
What Perks and Benefits You Can Look Forward to
2:1 match on retirement savings
Excellent medical, dental, and vision coverage starting on day one of employment
Generous Paid Time Off (PTO) and paid holidays
Responsibilities*
This individual must be able to work successfully with faculty, staff, students, and all who work in and use the library and its campus partners. This individual will work collaboratively with Access Services (Library Info Desk, Resource Sharing and Stacks management) department, Library Research Center (Research and Instructional services), the Library Tech Systems department (Library Information Technology and Technical Services), and the Arts Department and Exhibitions (The Stamelos Gallery, Curator, Registrar). This individual manages building operational needs including being the primary liaison to campus Facilities, budget administration and fiscal reporting, ordering/purchasing, human resources transactional processes including Personal Action Requests and recruitment processes, and compliance reporting. Additionally, this individual will provide events planning and implementation assistance, serve on library and campus committees, and may work on additional special projects.
The successful individual must be collaborative, detail-oriented, a problem solver, have strong interpersonal communication skills, be comfortable with ambiguity and be able to prioritize and demonstrate sound judgment and discretion.
The Mardigian Library currently operates the entire calendar year, six days a week, and all staff in the library must have the flexibility to help staff the library building as needed.
Budget Administration (30%)
Prints monthly library statements
Balances all library accounts every second week of the month
Monitors all expenses (salaries, operations, departmental, gift)
Makes p-card (purchasing card) purchases for departments and reconcile monthly any charges that incur
Maintains library budget spreadsheet
Processes invoices for approved purchases in Wolverine Access
Works with committees (for example, Open Education Committee, Student Undergraduate Research Experience, etc) on budget and grant funding administration
Processes journal entries for funds or expenses that require interdepartmental transfer
Partners with Director and Associate Director on internal library budget planning and fiscal statistical reporting
Human Resources (25%)
Serves as the primary liaison for all human resources functions for the entire library
Processes department PAR?s (personal action requests) including salary changes, student terminations, change in supervisor, change in working title.
Posts all temporary job positions and student job positions (request student job posting be added to the UM-jobs website)
Processes BCF (budget clearance forms) which is used for hiring new staff, promotions, increase in salary and must be routed to appropriate departments for approval
Manages non-student employment applications for committee review
Facilitates librarian and curator promotion documentation management for committee review
Administration (25%)
Responsible for key annual library reports including but not limited to the Annual Gap Analysis (confirmation of library's compliance with the University policies and procedures) and Annual Space Survey (identification of rooms and offices and their usage)
Creates Leadership meeting agendas
Monitors office supplies and places supply order if needed or requested from Wolverine Access
Processes gift funds and book donations, working with the Office of Institutional Advancement to garner donor lists
Creates and distributes recognition cards for donors several times a year (Giving Tuesday, Giving Blueday, National Library Week)
Manages staff recognitions for milestones and other personal activities
Assists with event planning and management
Building Management (10%)
Conducts regular weekly building sweeps to see if anything is out of place or needs attention
Works directly with campus Facilities to facilitate building requests and follow up on outstanding work orders
Stocks faculty lounge, lunchroom, lactation room and other spaces when needed
Professional Development (10%)
Works collaboratively with all personnel in the Library and across campus
Fosters a respectful and productive work environment
Fosters a culture of diversity, equity, and inclusion as essential core values to achieving our mission to enrich the quality of life in an inclusive work environment through competency training, reassurance of personal growth, restorative communication practices, and embracing the diverse identities of patrons within the University of Michigan-Dearborn community.
Provides excellent customer service to all faculty, students, staff, and guests
Serves on library and university committees, task forces, and project teams as needed and appropriate
Required Qualifications*
High school diploma and at least 4 years of relevant professional experience
Knowledge of standard office equipment and multi-line phone system
Proficient with cloud productivity and collaboration tools (Google Mail, Drive, Calendar) and comfort using computers and technology
Ability to work independently with minimal supervision and as part of a team
Strong problem solving and decision making skills based on sound reasoning and appropriate to library policies and procedures
Experience working in a diverse and inclusive environment
Ability to communicate effectively with faculty, staff, students, and the public both verbally and in written form
Good interpersonal skills, strong customer service skills, and good decision making skills
Able to adapt to meet the needs of changing priorities, needs, and environments in academic libraries
Ability to work a flexible schedule
Ability to lift and maneuver up to 40 pounds
Desired Qualifications*
Bachelor's degree
5 years of experience working in a library
Work Schedule
Monday - Friday, four days onsite, position may require occasional evening or weekend hours depending on operational needs of the library
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.
Job Detail
Job Opening ID
248220
Working Title
Head, Administrative Services
Job Title
Administrative Specialist
Work Location
Dearborn Campus
Dearborn, MI
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Exempt
Organizational Group
Dbn Libry Media Srvs
Department
Dbn Mardigian Library
Posting Begin/End Date
4/24/2024 - 5/08/2024
Salary
$52,000.00 - $57,000.00
Career Interest
Administration
Libraries & Museums
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