Assistant Director, Library Services & Administrative Support

Position Summary The Assistant Director, Library Services & Administrative Support manages VCFA’s library program and provides key financial and administrative support as a member of the Administrative Services Team. This hybrid role combines library and research support for students and faculty with accounts payable and financial administration, ensuring both functions run smoothly across VCFA’s cyclical low-residency model. The role is based in Montpelier, VT and requires an on campus presence, with travel to Santa Clarita, CA twice a year to deliver library services and support operations in person during residencies.

Location:

Hybrid, based on campus in Montpelier, VT, with required in-person travel to VCFA’s Santa Clarita, CA campus twice yearly for residencies.

Key Institutional Alignment
• Retention:
Enhances the student experience through responsive library and research support, timely communication, and collaborative problem-solving across departments.
• Residency Operations:
Leads library services during VCFA’s residencies and supports the financial processes (accounts payable, purchase card review, vendor communication) that keep residency operations running.
• Academic Effectiveness:
Supports faculty and student research through library programming and resources, and supports institutional financial reporting and compliance.

Primary Responsibilities Library Services & Research Support
• Serve as the primary point of contact for VCFA’s library services, including library databases, digital collections, research tools, and interlibrary loan services.
• Provide research support and training for students and faculty on academic databases, citation management tools, and library resources relevant to the arts and humanities.
• Manage library database subscriptions, evaluate usage and effectiveness, and recommend additions or cancellations based on programmatic needs and budget.
• Plan and deliver library programming during residencies, including orientation sessions, research workshops, and one-on-one student consultations.
• Maintain library web resources (guides, database access instructions, research help documentation) and support faculty in identifying library resources and course reserves for curriculum development.
• Manage thesis submissions and archival, ensuring student work is properly catalogued and preserved in accordance with institutional standards.

Accounts Payable & Administrative Support
• Serve as first-level review and a knowledgeable resource for accounts payable requests and purchase card transactions, ensuring institutional policies and processes are followed, assisting in drafting and communicating process changes, and securely bridging communication and data between staff and the accounts payable team.
• Track requests through to completion, prepare completed request packages, and submit them to the CFO for approval; maintain accurate records and respond to payment-status questions; follow up with vendors and submit invoices as needed.
• Review check receipts and code or route them appropriately; prepare and send monthly invoices for notes receivable.
• Assist in gathering information for financial reports and regulatory report filings (e.g., IPEDS and FVT/GE reporting, annual tax filings, insurance renewals, audit requests) as needed.
• Receive and process physical mail on campus, including scanning and routing to appropriate staff, and manage the postal account.
• Manage executive scheduling, including calendar coordination, meeting logistics, and travel arrangements for institutional leadership.

Other duties as assigned.

Preferred Qualifications
• At least 1-3 years of administrative experience in an academic, library, financial, or non-profit setting.
• Familiarity…