Administrative Assistant to the Library Dean - (Administrative Analyst/Specialist, Non-Exempt Range 1) - Library Administration

Job Description:

Administrative Assistant to the Library Dean - (Administrative Analyst/Specialist, Non-Exempt Range 1) - Library Administration

Description

*SFSU INTERNAL APPLICANTS ONLY*

Working Title

Administrative Assistant to the Library Dean

SF State University

San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department

Library Administration

Appointment Type

This is a one-year probationary position.

Time Base

Full-Time (1.0 FTE)

Work Schedule

Monday through Friday; from 8:00am to 5:00pm

Anticipated Hiring Range

$4,799.00 - $5,093.00 Per Month ($57,588.00 - $61,116.00 Annually)

Salary is commensurate with experience.

Position Summary

Reporting to the Library Dean, this position provides support to the Library Administration office, including coordinating and overseeing preparations for library-hosted events and meetings, maintaining and updating administratively generated information in Box, preparing HR related forms, monitoring the Libadmin email account, recording absences on the Libadmin Outlook calendar, and reviewing Absence Management. Also oversees access to the library’s reservable rooms. Additionally, takes the lead on purchasing supplies and other non-collections related purchasing and payments.

Position Information

Library Administration

• Monitors the Libadmin email account and records absences on the Libadmin Outlook calendar using established protocols.
• Coordinates and oversees preparations for library events and meetings, including researching hospitality options; reserving, setting up, and initiating the clean up of reserved rooms; purchasing supplies and hospitality items; and initiating any necessary paperwork.
• Maintains and updates administratively generated information in Box.
• Takes notes at meetings of groups such as the Leadership Council and Library-wide meetings.

Purchasing and Reimbursements

• Oversees and ensures the timely and accurate purchasing of supplies and other non-collections related purchases, following all applicable University policies.
• Assesses supply requests, identifying the best prices and bringing concerns about cost, quantity, and relevance to the attention of the appropriate administrator.
• Makes purchases with the appropriate procurement card (P-Card) for requested supplies and equipment, obtains approval by the appropriate administrator, and maintains records of credit card expenditures and purchase receipts.
• Submits monthly expenditure reports for library P-Card approver review.
• Monitors supply ordering budget, ensuring spending does not exceed budgeted amount and that supply spending expenses are shared with others working with library purchasing and budget.
• Makes travel arrangements for library employees and takes the lead on travel-related paperwork and payments/reimbursements.
• Serves as a backup for creating requisitions.

Library Rooms

• Monitors room requests and responds to inquiries within a workday.
• At least once a week, physically assesses all mediated and unmediated reservable rooms for cleanliness and to ensure that the spaces are configured and equipped appropriately.
• Reports configuration, technology, custodial, and maintenance issues in reservable rooms to the Building Coordinator and the appropriate administrator, and submits service requests to Facilities Services and technology-related requests to AT as appropriate.
• Creates and keeps an inventory of furniture and equipment in library rooms and spaces.
• Participates in the collection and analysis of usage data of library spaces.

Other duties as assigned

Minimum Qualifications

Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

In addition to Position Skill Levels, work assignments typically require:

• Working knowledge of general practices, program, and/or administrative specialty. Basic knowledge of and ability to apply fundamental concepts. Working knowledge of budget policies and procedures.
• Ability to learn, interpret, and apply a wide variety of policies and procedures relating to and impacting the applicable program, organizational unit, and/or administrative specialty.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Ability to analyze data and make accurate projections using business mathematics and basic statistical techniques.
• Ability to organize and plan work and projects including handling multiple priorities.
• Ability to make independent decisions and exercise sound judgment.
• Ability to compile, write, and present reports related to program or administrative specialty.
• Demonstrated ability to establish and maintain effective working relationships within and outside the work group and serve as a liaison for the organizational unit.

Preferred Qualifications

• Thorough knowledge of University and Library policies/procedures related to library faculty personnel, travel, hospitality, and other administrative procedures.
• Ability to use broad range of technologies including the Microsoft Office Suite.
• Ability to make decisions following established guidelines and to draw on experience when choosing between options.
• Must be able to work independently without supervision.
• Ability to research, interpret, communicate, and apply established guidelines, policies, and procedures.
• Ability to interact in a positive, friendly manner with a diverse community of library users.
• Excellent interpersonal and oral and written communication skills, and experience reaching out to and collaborating with others to problem solve and accomplish tasks.
• Demonstrated capacity for professionalism, responsiveness, and composure under challenging conditions.
• Ability to work effectively and collegially with students, faculty, and staff from diverse backgrounds.

Pre-Employment Requirements

This position requires the successful completion of a background check.

Eligibility to Work

Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.

Benefits

Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employee.

CSUEU Position (For CSUEU Positions Only)

Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.

Additional Information

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

Thank you for your interest in employment with California State University (CSU). CSU is a state entity whose business operations reside within the State of California. Because of this, CSU prohibits hiring employees to perform CSU-related work outside of California with very limited exception. While this position may be eligible for occasional telework, all work is expected to be performed in the state of California, and this position is assigned to on-campus operations.

CSU strongly encourages faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/.

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.

*SFSU INTERNAL APPLICANTS ONLY*

Advertised: Jan 23 2026 Pacific Standard Time
Applications close: Feb 07 2026 Pacific Standard Time