The Executive Assistant to the University Librarian provides advanced administrative, operational, and executive-level support to the University Librarian and the ECU Libraries Administrative Office. This position serves as a key liaison among library leadership, university offices, faculty, staff, and external organizations. The role requires a high degree of professionalism, discretion, independent judgment, and knowledge of university and state policies and procedures. The Executive Assistant manages complex priorities, represents the University Librarian on administrative matters, and ensures efficient operation of the Libraries’ administrative functions.
Essential Duties and Responsibilities
Executive and Administrative Support – 35%
- Manage, prioritize, and maintain the University Librarian’s calendar, including scheduling meetings, coordinating logistics, and resolving scheduling conflicts.
- Prepare agendas, reports, presentations, briefing materials, and handouts for meetings and committees.
- Attend meetings and committees as directed; record, prepare, and distribute meeting minutes; track action items; and provide status updates.
- Coordinate communications and follow-up related to meetings and initiatives involving the University Librarian.
- Assist with the development, revision, and maintenance of library administrative policies, procedures, and standard operating procedures.
- Support the University Librarian with goal tracking, evaluations, personnel actions timeline, annual reporting, and maintenance of the goals calendar.
Communication, Policy Interpretation, and Decision-Making – 20%
- Serve as the primary point of contact for the ECU Libraries Administrative Office.
- Respond to inquiries and provide guidance regarding library, university, and state policies and procedures.
- Interpret and accurately communicate policy information to faculty, staff, patrons, and external partners.
- Represent the University Librarian in routine administrative matters to preserve executive time.
- Exercise independent judgment to assess issues, resolve matters when appropriate, and escalate sensitive or urgent concerns.
- Communicate critical or time-sensitive information to library leadership, including assistant university librarians and department heads.
- Manage email, phone, and written communications with internal university offices and external organizations related to libraries and higher education.
- Prepare and deliver presentations or training sessions for library employees as assigned.
Administrative Office Operations – 40%
- Manage the Libraries Administration office space, including submitting work orders for cleaning and maintenance and maintaining a professional, welcoming front office environment.
- Draft and distribute internal and external communications on behalf of library administration.
- Maintain and update the library intranet, employee directory, organizational charts, committee lists, contact lists, email groups, and Teams channels.
- Coordinate and administer employee recognition and awards programs.
- Manage timekeeping processes, flexible work arrangements, personnel files, and administrative records.
- Maintain committee rosters and documentation.
- Support onboarding and offboarding processes in coordination with library managers.
- Liaise with POSO and other university partners on HR-related tasks.
Professional Development and Other Duties – 5%
- Participate in required training and ongoing professional development to remain current with evolving policies, procedures, and best practices.
- Engage in on-campus training opportunities, professional organizations, committees, or working groups as appropriate.
- Perform other duties as assigned in support of ECU Libraries and the University Librarian.