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Office Specialist, Senior (Extended Temporary)

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Please see Special Instructions for more details.

In your cover letter, please describe how your qualifications and experience are fitting for this position.

Position Details

Position Information

Title Office Specialist, Senior (Extended Temporary)
Department Libraries - Administration (1701)
Location Main Campus
Position Summary

This position oversees all services offered by the Express Document Center (EDC). The Office Specialist, Senior assists the manager in the work and resources of the EDC including planning, organizing, allocating and prioritizing both work and resources to meet the goals of the department and library. This work also entails direct responsibility for student positions including hiring, training, evaluating, monitoring work performance, providing an environment in which goals can be achieved and career development is fostered.

In addition to EDC, this position is responsible for managing digitizing, Espresso Book Maker, rights and reproduction services, and new business opportunities. The incumbent also meets with potential customers and makes appropriate recommendations and price quotes for services. Assists in preparing the monthly budget reports used to analyze, monitor, and make recommendations to increase revenue and decrease expenses. Monitors and maintains security in accordance with University cash and credit card handling practices and procedures.

Visit the University Libraries website to learn more about us.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

As a nationally recognized leader, the University of Arizona strives to look forward. Listed by Forbes as one of America’s Best Employers in the United States, the University provides strategic programs to enhance the lifecycles of a multigenerational workforce.

This award-winning portfolio includes consecutive Seal of Distinction awards for its exemplary Work-Life practices from WorldatWork, along with the 2017 Gold Healthy Arizona Worksite award, presented by the Arizona Department of Health Services and the Maricopa County Department of Public Health. For more information about the collaborative culture and innovative service offerings at the University of Arizona, visit click here.

This is an Extended Temporary Employment (ETE) position. For further details on this type of position at the University of Arizona, please click here.

The University of Arizona is an equal opportunity employer providing equal opportunity for women, minorities, veterans and individuals with disabilities.

Duties & Responsibilities

Employee Supervision

  • Supervises, delegates and coordinates the Reproduction requests, Espresso Book Maker, and Digitizing work to student employees at the EDC service site based on timelines set by customer needs.
  • This position is responsible for hiring and terminating student employees; scheduling; creating and updating training manuals.
  • The supervision of the EDC student employees includes training, coaching, monitoring, and coordinating regular employee meetings.
  • Plans, schedules and prioritizes the workload in order to meet customer deadlines and department goals and objectives.
  • Develops, recommends, and implements revisions to work processes, policies and procedures to improve efficiencies.
  • This position makes sure all work adheres to the quality standards set forth by the department and library.

Finance/Budget

  • Manages invoicing, overdue billing, and accounts receivables for all services offered.
  • Uses UA Analytics system to prepare EDC budget reports and allocates revenue and expenses.
  • Manages all data gathering necessary for compiling budget reports such as meter readings from equipment and other sources.
  • Balances cash register, credit card purchases and vault; resolves discrepancies and deposits funds into appropriate accounts; creates banks, orders money, collects coin, audit vault; handles fine related transactions; processes billings and account/funding forms.
  • Ensure all PCI compliance guidelines are being followed by staff, employees and customers. Ensures the University policy and procedures are adhered to in cash handling, credit card processing, and vault work to meet University security measures.

Express Document Center Services and Digitizing

  • Recommends policy procedures, updates and revisions to any current service or workflow to increase efficiencies.
  • Manages equipment and software maintenance and works with appropriate vendors for repairs and solutions.
  • Responsible for updating the EDC website when changes occur and to keep current with technology.
  • Responsible for recommending, providing quotes and coordinating the work of customer requests for all services offered.
  • Manages and operates the Espresso Book Maker, creating quotes and meeting customer needs, designing book covers and format editing for printing.
  • Collaborates with other departments, such as Special Collections, ODIS, and campus departments or the community on large digitizing projects in order to make recommendations based on customer needs and providing quotes.
  • Manages and coordinates any digitization work and monitors employee work assuring quality control.
  • Troubleshoots basic hardware/software problems.
  • Provides statistical data that is collected when needed.
  • Recommends new services and coordinates marketing strategies to promote existing and new services.
    Overall department work and x-functional assignments and projects
  • Uses MS Outlook to keep current on email correspondence and calendar.
  • Actively participates in Finance-HR-EDC department meetings.
  • Contributes to the department marketing plan and implementation.
  • Keeps up-to-date on any relevant University policies and procedures.
  • Performs employee performance evaluations as determined and scheduled by the library.
  • Meets regularly with student employees to monitor goals and progress.
  • Other duties as assigned.
Knowledge, Skills, & Abilities
  • Knowledge of library practices, procedures, and resources.
  • Knowledge of library catalog, reference and circulation.
  • Knowledge of office management principles and practices.
  • Knowledge of supervisory principles, practices and techniques.
  • Skill in cash handling procedures and techniques, specifically with cash register and balancing register.
  • Excellent customer service skills.
  • Knowledge in accounting principles, practices and procedures.
  • Knowledge of data collection and information research methods.
  • Knowledge and skills of Microsoft software such as word processing, power point, spreadsheet, email and internet search engine software.
  • Knowledge and skills in Adobe software such as Acrobat, Photoshop and Illustrator.
  • Skill in facilitating meetings and delivering presentations.
  • Skill in coordinating work of self and others.
  • Excellent interpersonal and communication skills, verbally and in writing.
  • Ability to work in a highly collaborative and inclusive environment, one that values and leverages the benefits of diverse perspectives.
  • Positive attitude and strong demonstration of Our Values: Collaboration, Continuous Learning, Diversity, Innovation, and Integrity.
Minimum Qualifications
  • Proficiency and experience using high volume business machines such as copiers, commercial digital scanners, large image printer, etc.
Arizona Board of Regents Minimum Qualifications
  • Five years of increasingly responsible office/clerical experience, which includes one year in a directly related function;
  • OR, any equivalent combination of experience, training and/or education.
Preferred Qualifications
  • Ability to work in a fast-paced office environment, responding positively to unanticipated changes while exhibiting follow-through and flexibility.
  • Excellent initiative, organizational, and time management skills; evidence of using good judgment and solid analytical and problem-solving skills with minimal direction.
  • Fluency in Microsoft Office products and demonstrated ability to acquire new software skills.
  • Experience in imaging and design software such as Adobe Acrobat, Photoshop, Illustrator, or similar software
  • Proven experience working in a high volume – fast paced printing, graphics, and/or imaging environment
  • Excellent interpersonal skills and ability to successfully develop and maintain good working relationships with colleagues and customers.
  • Ability and willingness to learn new skills as the work environment and customer needs change.
  • Positive attitude and strong demonstration of Our Values: Collaboration, Continuous Learning, Diversity, Innovation, and Integrity.
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Clerical and Office
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay $12.25 - $18.23
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S23858
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Krissandra McNeill
klmcneill@email.arizona.edu

Open Date 08/17/2017
Review Start Date 08/22/2017
Close Date
Open Until Filled Yes
Special Instructions to Applicant

In your cover letter, please describe how your qualifications and experience are fitting for this position.

Quick Link for Internal Postings http://uacareers.com/postings/21342
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • ArizonaDiversity.com
    • Careerbuilder.com
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • HigherEdsJobs.com
    • Hispanic Outlook in Higher Education
    • Indeed.com
    • InsideHigherEd.com
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have five years of increasingly responsible office/clerical experience, which includes one year in a directly related function; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents