The office supervisor for the Dean of University Libraries is responsible for coordinating administrative functions for the Dean of University Libraries, Associate Dean of University Libraries, Director of the Clarke Historical Library, and the Libraries Art Coordinator. The office supervisor performs complex and varied duties that require a high degree of decision-making, problem-solving, confidentiality, and autonomy. This position interprets university and library policies and procedures governing work performed within the Dean's Office and maintains current knowledge of administrative best practices and technologies.
Required Qualifications:
Associates degree (preferably in business studies or related field) or an equivalent combination of education and experience.
Three years of professional experience working in an office setting.
Two years of supervisory experience.
Ability to oversee and perform secretarial and/or clerical duties for unit assigned.
Ability to maintain complete, accurate, and current financial records for assigned area.
Strong computer skills and experience with MS Office applications, especially Word and Excel.
Experience working with mail merge and mass mailings.
Demonstrated ability to manage multiple projects and meet deadlines.
Demonstrated organizational skills with strong attention to details.
Ability to manage complex schedules.
Ability to compose accurate minutes for committee meetings.
Ability to compose general business correspondence documents.
Demonstrated positive interpersonal skills.
Demonstrated ability to communicate effectively and project a positive image.
Demonstrated sensitivity to university and organizational concerns, issues, and policies as well as the ability to maintain confidentiality and uphold privacy laws.
Ability to perform the essential functions of the position with or without reasonable accommodation.
Preferred Qualifications:
Familiarity with the organization and function of an academic office or library.
Experience using software tools/platforms such as SAP , ImageNow, MS Outlook, MS Access, SharePoint, donor management systems, and blog and website software.
Experience with event/program planning and implementation.
Experience supporting donor development activities.
Experience with faculty personnel processes.
Duties & Responsibilities:
Performs complex and varied supportive duties for senior-level library administrators.
Supervises and directs the work effort of assigned office professional staff and student(s), including orientation, training, establishing policies and workflow procedures, scheduling, oversight for daily operations of the dean's office, direction and management of special projects, and time approval.
Supports faculty endeavors by managing the workflow for reappointment, tenure, promotion, professor salary adjustments, and sabbatical leave application materials ensuring deadlines are met. Maintains and monitors the library faculty commencement rotation schedule.
Serves on Libraries committees as a member, leader, and event coordinator. Provides administrative support to assigned committees (e.g. Dean's
Advisory Council, Academic Senate Library Committee, and Book Recognition Committee), which includes scheduling, event coordination, drafting minutes, and communications.
Assists with the hiring process for library faculty and professional and administrative employees. Coordinates travel arrangements, accommodations, and meals with attention to dietary needs. Communicates with candidates regarding travel, reimbursement, and scheduling details.
Serves on hiring committees when requested.
Handles administrative onboarding for all new Libraries employees.
Performs or assists with technical duties, which include but are not limited to SharePoint site creation, maintenance, and permissions; listserv maintenance; website maintenance using Sitefinity; creation and maintenance of online art exhibits using Omeka software, including training others; administration of the Libraries blog using Sitefinity; and using the donor management system to access to donor records for reporting and communications. Utilizes Faculty Success by Watermark to create workflow and manage online RTP process. Maintains Access Database for donor information used to create donor acknowledgment letters and reporting. Uses Microsoft Forms to create surveys.
Coordinates events hosted by the Dean, the Associate Dean, the Director of the Clarke Historical Library, and the Libraries Art Coordinator. Includes scheduling, creating and preparing materials, booking guest/speaker travel accommodations, coordinating catering, and collaborating on event marketing.
Leads the Libraries Scholarship Committee and coordinates the process of assessing eligibility and awarding scholarships. Keeps up to date on changes to the scholarship process and endowments. Monitors availability of funds and determines disbursement amounts.
Supports library donor relations for the Dean and Director of the Clarke Historical Library. Updates and maintains the library donor display, creates library donor acknowledgment letters, researches specific library donors as needed, requests or runs reports, and manages library donor events.
Coordinates with the Libraries' Development/Advancement officers.
Organizes travel and lodging for donor event guests and speakers, schedules library donor stewardship meetings, and participates in the endowment spending meetings.
Manages annual updates to the corridor and alcove display for Research and Teaching Awards in collaboration with Faculty Personnel Services, the Office of Research and Graduate Studies, and the CMU Sign Shop.
Manages special projects, including data collection, analysis, and reporting. Oversees and orders stock for promotional inventory and assists in the identification of new stock based on current trends, sustainability, and feasibility.
Coordinates internal and external communications for the Dean, Associate Dean, Director of the Clarke Historical Library, Libraries Art Coordinator.
Serves as backup support for Business Services.
Other duties as assigned.
Supervision Exercised:
Supervisors are expected to support the Leadership Standards of Central Michigan University and foster a culture that inspires excellence. The Leadership Standards define how we lead and treat others in our teams. As leaders, it is our responsibility to seek input from our teams to continuously improve leadership abilities and demonstration of the standards. Additionally, it is our responsibility to encourage and support the growth and development of those whom we lead. At CMU , we encourage employees to grow both personally and professionally, and thus advance CMU's culture of excellence.
Employee Group: Supervisory Technical
Staff Pay Level: 5
Pay Range: $17.00 - $26.50 per hour, estimated salary between $17.00 - $19.00 per hour
Division:
Department: Libraries - Dean's Office
Position Status: Regular
Position End Date:
Employment Status: Full-Time
FTE: 1.00
Position Type: 12 month
Weekly Work Schedule: M-F 8-5, Evenings and Weekends as Necessary
Location: 1200 S Franklin St, Mt Pleasant, Michigan, 48859
Posting Ends:
Open Until Filled: Yes
About the Department:
About CMU:
Central Michigan University has a more than 125-year legacy of preparing students to become leaders and changemakers in their communities and in their personal and professional lives.
We serve nearly 15,500 students on our Mount Pleasant campus, in satellite locations around the state and throughout the country, and through flexible online programs. Many of our approximately 300 undergraduate, master's, specialist and doctoral programs in the arts, media, business, education, human services, health professions, liberal arts, social sciences, medicine, science and engineering are nationally ranked for excellence.
CMU leads the nation in leadership development programming through our Sarah R. Opperman Leadership Institute, and we are proud to be among only 5% of U.S. universities in the top two Carnegie research classifications. Our faculty work with graduate and undergraduate students in areas such as Great Lakes research, medical innovation, engineering technology and more.
Central is home to 17 men's and women's Division 1 sports including football, basketball, gymnastics, baseball, wrestling and more. Our student-athletes achieve great success in competition and in the classroom, capturing Mid-American Conference championships and maintaining an average cumulative GPA of 3.17.
CMU is located in Mount Pleasant, a community that blends the best of small-town living with big-city amenities. It's part of the culturally varied and vibrant Great Lakes Bay Region that also includes Saginaw, Bay City, Midland and the state's largest Native American community, centered on the Saginaw Chippewa Isabella Reservation in Mount Pleasant.
Area residents enjoy the mix of outdoor activities, cultural events, shopping and dining options, and family attractions. Other major Michigan destinations and attractions - Lansing, Grand Rapids, Detroit, Traverse City, wineries, beaches, golf and ski resorts, and many more - are within easy reach of the city's central location in Michigan's Lower Peninsula.
CMU employees enjoy access to a nationally recognized wellness program along with health care and benefits that exceed regional, state and national norms.
CMU Leadership Standards:
Central Michigan University is a place where we value students and work for their success, where we act as family, and where employees are engaged, appreciated and have extraordinary opportunities to make a difference.
We intentionally maintain and strengthen the hallmark CMU culture that sets us apart from our peers by expecting CMU leaders and employees to model the following Leadership Standards and develop them within their teams.
Please review the https://www.cmich.edu/docs/default-source/president's-division/president's-office/leadershipstandards_posterb36018d4-e03b-4687-b885-e28376513297.pdf?sfvrsn=eb2e2255_3 before applying for this position.
Message to Applicants:
Central Michigan University is dedicated to fostering a broadly diverse and inclusive campus that respects all social identities, experiences, and perspectives. In an effort to further this initiative, we are especially interested in candidates who will advance and promote an inclusive and supportive environment for every member of our university community.
You must submit an on-line application in order to be considered as an applicant for this position.
Cover letters may be addressed to the Hiring Committee.
This position will remain open until filled. However, the university reserves the right to close the recruitment process once a sufficient applicant pool has been identified. For best consideration, please submit application materials before April 7, 2025.
To apply, visit https://apptrkr.com/6095931
CMU , an AA/EO institution, strongly and actively strives to increase diversity and provide equal opportunity within its community. CMU does not discriminate against persons based on age, color, disability, ethnicity, familial status, gender, gender expression, gender identity, genetic information, height, marital status, national origin, political persuasion, pregnancy, childbirth or related medical conditions, race, religion, sex, sexbased stereotypes, sexual orientation, transgender status, veteran status, or weight (see https://www.cmich.edu/offices-departments/OCRIE).
If you wish to see "EEO is the Law" posters, please https://www.cmich.edu/docs/default-source/president's-division/ocrie/eeo-is-the-law-poster.pdf?sfvrsn=8ae1a123_10.
CMU does not discriminate on the basis of sex in the education program or activity that it operates, including admission and employment, and is required by Title IX of the Education Amendments of 1972 not to discriminate in such a matter.
Inquiries about the application of Title IX can be made to CMU's Title IX Coordinator, the US Department of Education's Assistant Secretary, or both.