Position Overview

The University Librarian requires an Executive Assistant with a high level of administrative skills to participate in the administration of Library Services which supports the University’s teaching and research programs. You will also be involved in administration of and liaison with contributors to the e University’s open access repository.

This challenging position requires you to use a wide range of desktop computing applications (e.g. word processing, spreadsheets, electronic mail, presentation technologies as well as the ability to search, locate and retrieve information from the web). You will also require a proven ability to maintain confidentiality and to use tact and discretion.

The University actively encourages applications from Aboriginal and Torres Strait Islander people. For more information on employment opportunities, contact our Indigenous Employment Consultant on indigenous.employment@anu.edu.au

ANU values diversity and inclusion and believes employment opportunities must not be limited by socio-economic background, race, religion or gender. For more information about staff equity @ ANU, visit http://hr.anu.edu.au/staff-equity

Additional Information PEWER.doc

Responsible to :

University Librarian (Chief Scholarly Information Officer)

Role statement

PURPOSE STATEMENT:
This position incorporates two roles;
1. Administrative support to the office of the Chief Scholarly Information Officer (University Librarian); and
2. Support to the Manager, Digital Scholarly Communication

KEY ACCOUNTABILITY AREAS:

Position Dimension & Relationships:
Responsible for the administration of the office of the Chief Scholarly Information Officer (University Librarian) including providing services supporting the administration of Scholarly Information Services including records management, publishing to the web and electronic publishing more generally.

Support the Manager, Digital Scholarly Communication to manage projects to promote and administer the University’s open access repository.

Role Statement:
Under the general direction of the Chief Scholarly Information Officer (University Librarian):

1. Coordinate and organise the administration of the office including:

a. receiving incoming calls, arranging meetings and diary management, taking minutes, establishing and maintaining a filing system for area administrative records;

b. maintaining email correspondence and prioritising office tasks. Responsible for record keeping and maintaining office supplies. Monitoring incoming correspondence including email and letters, bringing queries and information to the attention of the Chief Scholarly Information Officer (University Librarian).

2. Administer committee membership mail lists. Organise functions including arrangements for meeting rooms and notices associated and preparation of documentation for agenda and follow up action.

3. Provide administrative support in a timely manner, including:
(a) Drafting letters and correspondence;
(b) Editing of papers and reports;
(c) Publishing material to the web and assist with electronic publishing within the Chief Scholarly Information Officer’s portfolio of responsibilities;
(d) Undertake special projects including research on items of specific interest to the Chief Scholarly Information Officer using university databases and records and the web; analysing data; and preparing briefings and correspondence.

4. Support Manager of Scholarly Communications and ePublishing while prioritising tasks to support the Chief Scholarly Information Officer. Assist with projects undertaken to support and enhance the ANU Open Access Repository. This could include but is not limited to:

(a) Deposit theses and research articles to the ANU Research Repository and approving deposits to the collections. Maintain data reflecting repository use and activity

(b) Assist with recruiting items for the repository and research of external databases. Monitor client enquiries and respond or refer as appropriate

(c) Assist with events and publicity relating to the Open Access program at ANU and participate in meetings, training, professional development activities, planning and general administrative tasks related to the work area

5. Comply with all ANU policies and procedures, and in particular those relating to work health and safety and equal opportunity.

Selection criteria

1. Degree or Year 12 Certificate and extensive relevant work experience OR equivalent combination of experience and training

2. Experience in providing a range of administrative support functions, preferably in an academic, professional or similar environment

3. Experience in the use of a wide range of desktop computing applications (e.g. word processing, spreadsheets, electronic mail, presentation technologies as well as the ability to search, locate and retrieve information from the web) with an emphasis on accuracy together with an ability to maintain web-based information and to use web publishing tools

4. Demonstrated ability to work with limited supervision, determine priorities and meet competing deadlines in a changing and flexible work environment

5. Well developed written and oral communications skills and a high level of organisational skills together with an ability to liaise effectively with area staff, students and visitors, and to provide advice and assistance to a wide range of people

6. Proven ability to retain confidentiality and to use tact and discretion

7. A demonstrated understanding of equal opportunity principles and policies and a commitment to their application in a university context.