Administrative Assistant

Job Summary

Under general supervision, the Joseph F. Smith Library and Center for Academic Success administrative assistant provides comprehensive administrative, financial, and supervisory support to ensure the efficient operation of the department. This role involves coordinating office activities, managing budgets, supervising staff, and supporting departmental goals through a variety of tasks and projects.

Primary Responsibilities

Perform Office Administrative Duties (50%)

Arrange logistics for events, meetings, and travel, including scheduling, reservations, and accommodations.

Compose, edit, and distribute correspondence, memos, and reports.

Manage incoming mail and screen telephone calls, directing them as appropriate.

Create and maintain databases, websites, spreadsheets, tables, graphs, and PowerPoint presentations.

Prepare purchase requisitions and maintain accurate procurement records.

Coordinate and monitor maintenance of office equipment and furniture to ensure functionality and availability.

Prepare and attend meetings for the Library and the Center for Academic success by assisting with agenda preparation, taking minutes, and other relative details as directed by the Director for the Library and the Center for Academic Success. Prepare and Monitor Budget (25%)

Assist in the preparation and management of both departments' budget, ensuring alignment with university guidelines.

Monitor all budget expenditures to ensure compliance and accuracy.

Assist Director in fund allocation and track spending within approved limits for the library and center.

Develop and maintain a detailed bookkeeping system for financial tracking.

Prepare financial and administrative reports for both the library and center department leadership. Maintain and Supervise Employee Timesheets (15%)

Ensure accurate and timely submission of employee timesheets. •

Review and approve timesheets in compliance with university policies. Special Projects and Miscellaneous Duties (10%)

Coordinate special projects and initiatives as requested by department leadership for both the library and center.

Maintain confidential files and records with a high degree of discretion.

Perform other duties as assigned to support both department's goals and operations. Minimum Qualification and Experience Requirements

High School Diploma required; Associate or Bachelor's degree preferred.

2+ years in an administrative or office support role, with experience in budgeting and supervision preferred. Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with database management.

Strong organizational and multitasking abilities with attention to detail.

Excellent written and verbal communication skills.

Ability to work independently, prioritize tasks, and meet deadlines. Benefits

401(k) matching

Tuition benefits for employee and qualified dependents

Medical and Dental

Short and Long-term disability benefits

Paid parental and maternity leave

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job i.e. sitting for long periods of time in an enclosed room, working at the computer for long periods of time, ability to shelve heavy books overhead push heavy library book carts. Requires full range of motion. The noise level in the work environment is usually quiet. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As an educational institution affiliated with The Church of Jesus Christ of Latter-day Saints, BYU-Hawaii prefers to hire qualified members of the Church in good standing, as authorized under 41 C.F.R. § 60-1.5 (a)(6). To be eligible for employment, applicants who are members of the Church must hold and be worthy to hold a current temple recommend and receive a clearance from the Church's Ecclesiastical Clearance Office. Job applicants must be able to meet these conditions to advance through the hiring process successfully. An expired temple recommend will prevent consideration for hire.

Approximate starting hourly rate:

23.00 - 26.00

The wage offered could be above or below range based on education and experience as it relates to the job description.