Administrative Assistant for Penrose Library

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    "description": "<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">WHITMAN COLLEGE</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"color: rgb(34, 34, 34)\"><span style=\"color: rgb(0, 0, 0)\">Located in the historic community of</span> </span><a href=\"http://www.wallawalla.org/\" target=\"_blank\" rel=\"noopener noreferrer\">Walla Walla</a><span style=\"color: rgb(34, 34, 34)\"><span style=\"color: rgb(0, 0, 0)\">, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country. </span> </span></span></p>\n<p><span style=\"color: rgb(34, 34, 34); font-family: Inter, sans-serif; font-size: 12pt\"> </span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><a href=\"http://whitman.edu/\" target=\"_blank\" rel=\"noopener noreferrer\">Whitman College</a><span style=\"color: rgb(0, 0, 0)\"> is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).</span></span></p>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">POSITION PURPOSE</span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">The Library Administrative Assistant provides technical, clerical, and administrative support to the College Librarian. This position manages fiscal operations, building and equipment maintenance, staff scheduling, inventory control, student employees, and special events, while serving as a key point of contact for internal and external stakeholders. This position reports directly to the College Librarian.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">PRINCIPAL ACCOUNTABILITIES</span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">Administrative &amp; Clerical Support (35%)</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Serve as the primary administrative support for library operations, including reception duties (answering phones, greeting visitors) and processing correspondence.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Maintain and archive print and digital files.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Schedule meeting rooms, coordinate recruiting processes, and support onboarding/orientation.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Provide administrative support to the College Librarian, including meeting scheduling, taking minutes, special projects, and file maintenance.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Provide administrative support for library staff as needed.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Compile and maintain monthly and annual statistics for reports.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Coordinate travel schedules, reimbursements, and related documentation for staff, job candidates, and visitors.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Assist with planning, budgeting, and logistics for special events, including library staff milestones and staff room coordination.</span></li>\n</ul>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">Fiscal Management &amp; Budget Support (35%)</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Monitor library budgets and expenditures, ensuring accuracy and compliance.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Reconcile monthly expenditures and credit card reports.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Manage purchasing processes, including negotiating pricing, placing/receiving orders, and routing invoices for payment.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Handle cash deposits from library sales and services.</span></li>\n</ul>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">Facilities, Equipment &amp; Operations (10%)</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Coordinate building maintenance, custodial services, and repair needs.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Serve as liaison between the Library and Whitman maintenance/custodial staff.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Ensure equipment is in proper working order; arrange service when needed.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Maintain library-owned equipment inventory.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Coordinate with WCTS for hardware/software purchases and computer repairs.</span></li>\n</ul>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">Student Employee Coordination (10%)</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Coordinate the hiring process for student library employees, including posting notices and supporting department supervisors.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Monitor student employee staffing levels and wage budgets.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Provide initial orientation and training for new student employees.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Assist with development of evaluations and other support services for student employees.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Hire, train, and supervise a student assistant for routine office duties.</span></li>\n</ul>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">Stakeholder &amp; Community Support (10%)</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Act as point of contact for student and non-library staff requests for library use, displays, and exhibits.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Support processes for receiving honors theses and coordinate logistics with reference librarians.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Serve as primary contact for external vendors and service personnel.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">REQUIRED KNOWLEDGE, SKILLS &amp; ABILITIES</span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Strong oral and written communication skills; ability to maintain professional, diplomatic relationships across campus and with external stakeholders.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Ability to actively and positively contribute to the college’s core values of diversity, equity, inclusion, antiracism and access. </span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Proficiency in standard office software applications and willingness to learn specialized library and college systems.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Understanding of basic accounting principles and fiscal control processes.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">General office skills, including proofreading, spelling, grammar, and business correspondence.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Advanced organizational skills, strict attention to detail, and effective time management to meet deadlines under pressure.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Ability to prioritize tasks, adapt to interruptions, and maintain workflow efficiency.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Capacity to plan and supervise work of others; independent judgment and problem-solving required.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Working knowledge of library organization, practices, and procedures, as well as college policies related to finance, HR, and academics.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Flexibility to address unforeseen issues, exercising independent judgment within established guidelines.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Ability to sit for extended periods and perform intensive keyboarding.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Ability to drive to perform responsibilities off campus.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Strong organizational skills, discretion, and ability to maintain confidentiality.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Ability to adapt to changing priorities.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">MINIMUM QUALIFICATIONS</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Associate’s degree.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">3+ years of administrative support experience. </span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Must possess a valid driver’s license and meet one of the following criteria: be at least 18 years old with 2 years of driving experience and complete a driver improvement course, OR be at least 19 with 3 years of experience and successfully pass a motor vehicle report (MVR) check.</span></li>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">OR a combination of relevant experience, education and training.</span></li>\n</ul>\n<p><br><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Whitman College values diverse pathways to acquiring knowledge and skills, and encourages applicants to demonstrate how their background aligns with the role.</span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\"><br>PREFERRED QUALIFICATIONS</span></p>\n<ul>\n<li><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Experience working in a library.</span></li>\n</ul>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\"><br>Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">BENEFITS </span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Benefit offerings and eligibility described reflect current offerings and may be subject to change in accordance with College policies and plan documents. Full-time employees enjoy the following benefits:</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits\" target=\"_blank\" rel=\"noopener noreferrer\">Medical/Dental/Vision</a> <span style=\"color: rgb(0, 0, 0)\">Insurances.</span></span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Basic <a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#life\" target=\"_blank\" rel=\"noopener noreferrer\">life</a>, <a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#accidental\" target=\"_blank\" rel=\"noopener noreferrer\">accidental death and dismemberment</a> <span style=\"color: rgb(0, 0, 0)\">and </span><a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#long\" target=\"_blank\" rel=\"noopener noreferrer\">long term disability</a> <span style=\"color: rgb(0, 0, 0)\">insurances with the capability to elect additional voluntary coverage.</span></span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><a href=\"https://www.whitman.edu/human-resources/benefits/retirement\" target=\"_blank\" rel=\"noopener noreferrer\">403(b) Defined Contribution Retirement Plan</a> <span style=\"color: rgb(0, 0, 0)\">with a matching contribution after</span> <a href=\"https://www.whitman.edu/human-resources/benefits/retirement\" target=\"_blank\" rel=\"noopener noreferrer\">eligibility requirements</a> ar<span style=\"color: rgb(0, 0, 0)\">e met.</span></span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"color: rgb(0, 0, 0)\">Paid Time Off:</span> <a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#vacation\" target=\"_blank\" rel=\"noopener noreferrer\">20 accrued vacation days</a>, <a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#sick\" target=\"_blank\" rel=\"noopener noreferrer\">12 accrued sick days</a>, <a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#holidays\" target=\"_blank\" rel=\"noopener noreferrer\">13 paid holidays</a>.</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#tuition\" target=\"_blank\" rel=\"noopener noreferrer\">Tuition Remission – Dependent Children</a></span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"color: rgb(0, 0, 0)\">Employee</span><a href=\"https://www.whitman.edu/human-resources/faculty-and-staff/staff-handbook/benefits#tuition\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"color: rgb(0, 0, 0)\"> </span>tuition waiver</a> <span style=\"color: rgb(0, 0, 0)\">for two Whitman courses per semester.</span></span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><a href=\"https://www.whitman.edu/human-resources/benefits/eap\" target=\"_blank\" rel=\"noopener noreferrer\">Employee Assistance Program</a></span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Relocation assistance for eligible employees. </span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"> </span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"color: rgb(0, 0, 0)\">Learn more about benefits eligibility </span><a href=\"https://www.whitman.edu/human-resources/benefits\" target=\"_blank\" rel=\"noopener noreferrer\">here</a>. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">DISABILITY ACCOMMODATION FOR JOB CANDIDATES</span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Contact Human Resources regarding requests for disability accommodation in the employment application process.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">APPLICATION REVIEW</span></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt\">Application review will begin on July 20, 2026, and continue until the position is filled. </span></p>\n<p><br></p>\n<p><span style=\"color: rgb(0, 0, 0); font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">START DATE</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">October 2026 </span><br></p>",
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