Administrative Assistant Penrose Library

Position: Administrative Assistant for Penrose Library
WHITMAN COLLEGE

Located in the historic community of Walla Walla, 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.

Whitman College 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).

POSITION PURPOSE

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.

PRINCIPAL

ACCOUNTABILITIES

Administrative & Clerical Support (35%)

• Serve as the primary administrative support for library operations, including reception duties (answering phones, greeting visitors) and processing correspondence.
• Maintain and archive print and digital files.
• Schedule meeting rooms, coordinate recruiting processes, and support onboarding/orientation.
• Provide administrative support to the College Librarian, including meeting scheduling, taking minutes, special projects, and file maintenance.
• Provide administrative support for library staff as needed.
• Compile and maintain monthly and annual statistics for reports.
• Coordinate travel schedules, reimbursements, and related documentation for staff, job candidates, and visitors.
• Assist with planning, budgeting, and logistics for special events, including library staff milestones and staff room coordination.

Fiscal Management & Budget Support (35%)

• Monitor library budgets and expenditures, ensuring accuracy and compliance.
• Reconcile monthly expenditures and credit card reports.
• Manage purchasing processes, including negotiating pricing, placing/receiving orders, and routing invoices for payment.
• Handle cash deposits from library sales and services.

Facilities, Equipment & Operations (10%)

• Coordinate building maintenance, custodial services, and repair needs.
• Serve as liaison between the Library and Whitman maintenance/custodial staff.
• Ensure equipment is in proper working order; arrange service when needed.
• Maintain library-owned equipment inventory.
• Coordinate with WCTS for hardware/software purchases and computer repairs.

Student Employee Coordination (10%)

• Coordinate the hiring process for student library employees, including posting notices and supporting department supervisors.
• Monitor student employee staffing levels and wage budgets.
• Provide initial orientation and training for new student employees.
• Assist with development of evaluations and other support services for student employees.
• Hire, train, and supervise a student assistant for routine office duties.

Stakeholder & Community Support (10%)

• Act as point of contact for student and non-library staff requests for library use, displays, and exhibits.
• Support processes for receiving honors theses and coordinate logistics with reference librarians.
• Serve as primary contact for external vendors and service personnel.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

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,

• Strong oral and written communication skills; ability to maintain professional, diplomatic relationships across campus and with external stakeholders.
• Ability to actively and positively contribute to the college's core values of diversity, equity, inclusion, antiracism and access.
• Proficiency in standard office software applications and willingness to learn specialized library and college systems.
• Understanding of basic accounting principles and fiscal control processes.
• General office skills, including proofreading, spelling, grammar, and business correspondence.
• Advanced organizational skills, strict attention to detail, and effective time management to meet deadlines under pressure.
• Ability to prioritize tasks, adapt to interruptions, and maintain workflow efficiency.
• Capacity to plan and supervise work of others; independent judgment and problem-solving required.
• Working knowledge of library organization, practices, and procedures, as well as college policies related to finance, HR, and academics.
• Flexibility to…