Administrative Assistant, Library and Archives

3 days ago

Greater Sudbury, Canada Laurentian University Full time

**JOB SUMMARY**

**RESPONSIBILITIES**

Reporting to the Manager of Operations, the Administrative Assistant will:

- Effect or arrange payment of invoices, credit card, budget transfers, reconciling payments in Datatel and related reconciliations and documentation. Prepare purchase orders, work orders, etc., in consultation with the Manager of Operations;
- Prepare and send invoices to parties owing money to the Library and Archives, send reminders as needed, process and track payments (credit card, cheque, etc.);
- Reconcile Library Services Counter cash and prepare deposits, documents, and reports;
- Communicate with scholarly content vendors around payments, cancellations and account problems;
- Maintain budget tracking spreadsheet;
- Assist with payroll submissions and approvals on Self Service Time Entry; track work-study hours;
- Assist at the Library Services Counter on an urgent basis or in the absence of full-time employees at both the J.N. Desmarais Library and the Architecture Library downtown;
- Order and inventory library and office supplies;
- Book various Library and Archives spaces for internal and external groups, prepare rental agreements, send invoices and collect payments;
- Plan, attend and take minutes of meetings associated with the Library, and prepare documents and reports accordingly (department meetings, library council meetings);
- Work with a variety of software programs, including CenterSuite, Microsoft Suite, Datatel, MyLaurentian Self Service, Gmail, Google Drive, etc.; and
- Perform other duties directly related to this position as assigned.

**QUALIFICATIONS**
- A two-year post-secondary diploma in Office Administration;
- Three to five years of experience providing administrative support, preferably in a university setting. Experience working with finance-related procedures such as budget processes;
- Ability to work and communicate fluently in both English and French (written and verbal);
- Numeracy skills (basic knowledge of bookkeeping to track expenses and budgets), demonstrated ability to work with spreadsheets;
- Excellent time management and organizational skills with the ability to prioritize multiple responsibilities, work under occasional pressure to meet deadlines while contending with multiple distractions;
- Motivated, with excellent problem-solving and critical thinking skills;
- Strong communication and interpersonal skills;
- Experience in customer service is an asset;
- Demonstrated professionalism, with the ability to maintain discretion and confidentiality; and
- Knowledge of integrated library management systems, specifically modules relating to acquisitions and circulation, would be considered an asset.

**Hours of Work**

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

**FRENCH**

Adjointe administrative ou adjoint administratif, La bibliothèque et des Archives

**On demande**:
L’adjointe administrative ou l’adjoint administratif fournit du soutien administratif confidentiel au bibliothécaire de l’Université, au chef des opérations et au directeur de la bibliothèque et des Archives. Cette personne surveille le budget, tant des comptes payables que recevables, et contribue à assurer la rentabilité et l’efficacité du bureau en faisant preuve de solide jugement, en appliquant les techniques d’établissement des priorités et en tirant parti de la technologie pour optimiser la productivité organisationnelle et individuelle.

**Fonctions**:
Sous la direction de la gestionnaire des opérations de la bibliothèque, la ou le titulaire de ce poste accomplira ce qui suit:

- Effectuer ou organiser le paiement des factures, des cartes de crédit, des transferts budgétaires, rapprocher les paiements dans Datatel et effectuer d’autres rapprochements, préparer les bons de commande, les bons de travail, etc. en consultation avec la gestionnaire des opérations;
- Préparer et envoyer les factures aux parties qui doivent de l'argent à la Bibliothèque et aux Archives, envoyer des rappels au besoin, traiter et suivre les paiements (carte de crédit, chèque, etc.);
- Rapprocher la caisse du comptoir des Services de bibliothèque et préparer les dépôts, documents et rapports;
- Communiquer avec les fournisseurs de contenu savant au sujet des paiements, des annulations et des problèmes de compte;
- Tenir la feuille de calcul du suivi budgétaire;
- Apporter de l’aide pour la présentation et l'approbation de la paie dans le système de saisie des temps en libre-service; suivre les heures de travail-études;
- Apporter de l’aide au comptoir des services de bibliothèque en cas d'urgence ou en l'absence d’employés à temps plein à la Bibliothèque J.N. Desmarais et à

  • Library Service Clerk, Library and Archives

    4 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Skip to main content** - **Students**: - **Faculty & Staff**: - **Alumni**: - **Library**: - **Parents & Counselors** **Are you ok?** **Search** **Donate** **Français** **Academics** **»** - ** Undergraduate Programs** - ** Graduate Programs** - ** Admissions** - ** Fees & Financing** - ** International** - ** Transcripts** - ** Important...

  • Library Service Clerk, Library and Archives

    5 days ago

    Greater Sudbury, Canada Laurentian University Full time

    **Skip to main content** - **Students**: - **Faculty & Staff**: - **Alumni**: - **Library**: - **Applicants**: - **Parents & Counselors** **Are you ok?** **Search** **Donate** **Français** **Academics** **»** - ** Undergraduate Programs** - ** Graduate Programs** - ** Admissions** - ** Fees & Financing** - ** International** - ** Laurentian...

  • Library Service Clerk, Library and Archives

    2 weeks ago

    Sudbury, Ontario, Canada Laurentian University Full time

    Skip to main content- Students:- Faculty & Staff:- Alumni:- Library:- Applicants:- Parents & CounselorsAre you ok?SearchDonateFrançaisAcademics»- Undergraduate Programs- Graduate Programs- Admissions- Fees & Financing- International- Laurentian Online- Important Dates- CoursesServices»- Academic Support- Athletics- Campus Recreation- Campus...

  • Substitute Library Assistant in Circulation, Goodnow Library

    7 days ago

    Greater Sudbury, Canada Massachusetts Board of Library Commissioners Full time

    Substitute Library Assistant in Circulation, Goodnow Library (Sudbury)The Goodnow Library seeks an energetic on-call substitute Circulation Department assistant to provide outstanding customer service to its patrons. Ability and enthusiasm for multi-tasking, and adapting to new technologies and services a must. The ideal candidate will be available to cover...

  • Substitute Library Assistant in Circulation, Goodnow Library

    5 days ago

    Greater Sudbury, Canada Massachusetts Board of Library Commissioners Full time

    Substitute Library Assistant in Circulation, Goodnow Library (Sudbury)The Goodnow Library seeks an energetic on-call substitute Circulation Department assistant to provide outstanding customer service to its patrons. Ability and enthusiasm for multi-tasking, and adapting to new technologies and services a must. The ideal candidate will be available to cover...

  • Library Clerk, Library and Archives

    2 weeks ago

    Sudbury, Ontario, Canada Laurentian University Full time

    Required Position Full-Time Appointment Responsibilities The Library Service Clerk provides frontline services at the Library Service Counter, supports the successful operations of the library by providing bilingual services to the university community, and performs tasks associated with maintaining and promoting the library collection. Reporting to the...

  • Library Clerk, Library and Archives

    4 weeks ago

    Sudbury, Ontario, Canada Laurentian University Full time

    Required Position Full-Time Appointment Responsibilities The Library Service Clerk provides frontline services at the Library Service Counter, supports the successful operations of the library by providing bilingual services to the university community, and performs tasks associated with maintaining and promoting the library collection. Reporting to the...

  • Branch Assistant

    1 week ago

    Greater Sudbury, Canada City of Greater Sudbury Full time

    **Branch Assistant (English only and Bilingual - English/French Positions)** **Section**: Libraries and Heritage Resources **Division**: Greater Sudbury Public Library **Department**: Office of the Chief Administrative Officer **Initial Reporting Location**: Various Library locations **Job Status**: Regular Part Time Positions and Limited Regular Part Time...

  • Library Clerk

    2 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Skip to main content** - **Students**: - **Faculty & Staff**: - **Alumni**: - **Library**: - **Parents & Counselors** **Are you ok?** **Search** **Donate** **Français** **Academics** **»** - ** Undergraduate Programs** - ** Graduate Programs** - ** Admissions** - ** Fees & Financing** - ** International** - ** Transcripts** - ** Important...

  • Page - Library

    1 week ago

    Greater Sudbury, Canada City of Greater Sudbury Full time

    **Section**: Libraries and Heritage Resources **Department**: Greater Sudbury Public Library **Initial Reporting Location**: See List of Library Locations below **Job Status**: Regular part time positions / limited regular part time positions **Estimated Probable Duration (for limited positions)**:Up to seven (7) months **Number of Vacancies**: Recruitment...

  • Archivist

    3 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Archivist** **Tenure-Track Position **The mandate of the Archives is to preserve and promote the documentary heritage of both the Laurentian University community and Northeastern Ontario. The preferred start date is **October 1, 2024**, or as negotiated. **The Archivist will: 1. Provide leadership in the Archives at Laurentian University including the...

  • Student Assistant, Health Sciences Library

    4 weeks ago

    Greater Sudbury, Canada Northern Ontario School of Medicine Full time

    **Who is eligible?** Post-secondary students who are currently enrolled in a recognized college or university with Canadian accreditation. Reporting to the Director, Research, Innovation and International Relations, under the guidance of the Team Leader, the Student Assistant is responsible for working at the Health Sciences Library’s Information Desk...

  • Health and Data Librarian

    3 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Health and Data Librarian** **Tenure-Track Position** individuals for a tenure-track faculty position as liaison librarian for health programs. The librarian will also be responsible for research data management and data and statistics for all university programs. The preferred start date is October 1, 2024, or as negotiated. **The Health and Data...

  • Director, Health Sciences Library and Data

    2 weeks ago

    Greater Sudbury, Canada Northern Ontario School of Medicine Full time

    Reporting to the Associate Vice President, Research & Graduate Studies, the Director, Health Sciences Library and Data Stewardship oversees the Health Sciences Library and the Data Stewardship Office of NOSM University. As Director of the library operations, they are to ensure cost-effective management of services at the two campus libraries, as well as...

  • Library Clerk

    2 weeks ago

    Sudbury, Ontario, Canada Laurentian University Full time

    Skip to main content- Students:- Faculty & Staff:- Alumni:- Library:- Parents & CounselorsAre you ok?SearchDonateFrançaisAcademics»- Undergraduate Programs- Graduate Programs- Admissions- Fees & Financing- International- Transcripts- Important Dates- Laurentian Online- Professional Development- CoursesServices»- Academic Support- Athletics- ...

  • Citizen Service Representative

    3 weeks ago

    Greater Sudbury, Canada City of Greater Sudbury Full time

    **Section**: Citizen Service Centres **Division**: Greater Sudbury Public Library **Department**: Office of the Chief Administrative Officer **Initial Reporting Location**: Garson Library and Citizen Service Centre **Job Status**: Limited Position **Affiliation**: Inside Unit **Estimated Probable Duration**:Seven (7) Months (may be extended) **Hours of...

  • Citizen Service Representative

    7 days ago

    Greater Sudbury, Canada City of Greater Sudbury Full time

    **Section**: Citizen Service Centres **Division**: Greater Sudbury Public Library **Department**: Office of the Chief Administrative Officer **Initial Reporting Location**: Valley East Library and Citizen Service Centre **Job Status**: Regular Part Time Position **Affiliation**: Inside Unit **Hours of Work**: Up to 48 hours bi-weekly **Shift Work...

  • Administrative Officer, Faculty of Arts

    2 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Skip to main content** - **Students**: - **Faculty & Staff**: - **Alumni**: - **Library**: - **Parents & Counselors** **Are you ok?** **Search** **Donate** **Français** **Academics** **»** - ** Undergraduate Programs** - ** Graduate Programs** - ** Admissions** - ** Fees & Financing** - ** International** - ** Laurentian Online** - **...

  • Administrative Assistant, School of Business

    2 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Skip to main content** - **Students**: - **Faculty & Staff**: - **Alumni**: - **Library**: - **Parents & Counselors** **Are you ok?** **Search** **Donate** **Français** **Academics** **»** - ** Undergraduate Programs** - ** Graduate Programs** - ** Admissions** - ** Fees & Financing** - ** International** - ** Transcripts** - ** Important...

  • Administrative Assistant, School of Business

    2 weeks ago

    Greater Sudbury, Canada Laurentian University Full time

    **Skip to main content** - **Students**: - **Faculty & Staff**: - **Alumni**: - **Library**: - **Parents & Counselors** **Are you ok?** **Search** **Donate** **Français** **Academics** **»** - ** Undergraduate Programs** - ** Graduate Programs** - ** Admissions** - ** Fees & Financing** - ** International** - ** Transcripts** - ** Important...