Administrative Assistant III - Law Library at Vaco, LLC
Orlando, FL 32807
About the Job
Essential Functions
Perform administrative and office support for the Associate Dean's office:
- Assists with the hiring, orientation, and training of new personnel.
- Makes travel arrangements for job applicants and occasionally supports the Associate Dean with her arrangements.
- Performs electronic filing of documents in SharePoint and other systems and sets up organizational structures for documents in consultation with the Associate Dean.
- Drafts and types correspondence, creates templates for a variety of documents, and sets up document structures that support efficiency for routine library functions.
- Prepares and plans for staff and individual meetings requested by the Associate Dean and Head of Public Services/Assistant Director of the Law Library, including securing space and information meeting participants of time and location.
- Prepares Agendas and Meeting Minutes for a variety of staff and related meetings to distribute to meeting participants and places them in SharePoint for ease of access.
Responsible for specifics reconciliation and accounting activities directly affecting Law Library collections and accounts and for those affecting the Associate Dean.
- In consultation with Technical Services and main campus accounting and payment personnel, regularly performs procurement and accounting functions.
- Orders office supplies by preparing requisitions and by tracking orders.
- Inputs, tracks, and e-receives all library purchase order information for all library materials, including books, serials, and electronic resources into Workday.
- Monitors, tracks, and maintains records of library expenditures and documents all invoices sent to Accounts Payable from the Law Library including blanket POs, receiving against POs, and creating and receiving orders applied to supplier contracts. ?
Responsible for types of classroom support:
- Uses and trains others on use of Scantron equipment in order to assist faculty and CLASP with multiple choice exams.
- Prepares requested classroom handouts and other materials.
- Assists library faculty with Canvas and other classroom specialty programs targeted at increasing efficiency and effectiveness.
- Provides other assistance as needed.
Assists the Associate Dean with Process Improvement and Project Management projects as needed:
- Trains other Administrative Assistants, librarians, and administrators on the use of project management and process improvement tools.
- Performs building planning and renovation duties as a part of on-going building and space planning, including working with vendors and with the Director of Finance as required by the Associate Dean.
Perform other related duties as required or assigned.
Qualifications/Requirements
- High School diploma or GED required; Associates or Bachelors degree preferred
- Three to five years strong administrative assistant experience required
- Knowledge of/ability to learn Workday processes and procedures
- Must possess strong analytical and problem solving skills
- Must possess excellent project management, organizational and time management skills
- Proficient in all Office Suite products including SharePoint, as well as use of standard library utilities, software and services
- Excellent interpersonal skills, verbal and written communication skills and possess ability to follow and give clear instructions
- Must possess an aptitude for complex and detailed work and good judgment and ability to make appropriate decisions
- Ability to work well independently and as a team member and must be able to quickly adapt to changing priorities. Must be able to work collegially with library staff, campus colleagues, and outside vendors.
- Position holder must be able to perform all duties listed, as well as physical duties such as shelving books, pushing full book carts, communicating with library and campus staff, faculty and students, answering telephones, reading filing instructions and call numbers, reading and handling employee paperwork, bending, stooping, reaching and lifting in accessing materials throughout the Law Library, and utilizing computer display, keyboard and mouse for extended periods of time with repetitive motions
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.