Sewanee is hiring: Office and Communications Manager, Library and Information Te

Job description

Position Overview

Primary Function: 

The Office and Communications Manager coordinates the functions of the Office of the Associate Provost for Library and Information Technology Services (LITS) / CIO, serves as the primary coordinator of communications for the LITS Division, and works collaboratively with the LITS Leadership Team to ensure that library and information technology initiatives receive the organizational support necessary to be successful.

This position reports directly to the Associate Provost for Library and Information Technology Services.

The individual in this position maintains a highly organized office environment and works closely with the Associate Provost to ensure effective and efficient management of the division’s resources, processes, and procedures.

In collaboration with the Associate Provost and the LITS Leadership Team, this individual coordinates the development and dissemination of most communication for the LITS division using a variety of media.

In addition, the Office and Communications Manager meets regularly with the LITS Leadership Team and assists the Associate Provost to be certain that strategies are in place to ensure divisional goals are met in support of the University mission and strategic plan.

This position requires a person with strong communication and interpersonal skills who can work independently and cross-functionally within the division, with all other University departments, University administration, and outside vendors.

This position works with considerable independence and self-direction.

Only the general direction and scope of the work to be accomplished are discussed with the supervisor.

 

Position Appointment Details:

• Career Band: 2C
• Full-Time

Position Description

Typical Duties & Responsibilities:

Office Management and Administrative Coordination & Support

• Coordinate meetings and appointment calendars for the Associate Provost.
• Schedule, attend, and participate in meetings of the LITS Leadership Team.
  
  Prepare and distribute agendas, track action items to ensure accountability for deadlines and deliverables, and distribute meeting notes to the LITS staff.
• Coordinates requisitions, purchase orders, invoice processing, and budget corrections as needed.
• Coordinates license and contract submissions in accordance with University purchasing policies.
• Prepares and completes expense reports and travel arrangements for the Associate Provost.
• Utilizes timely purchasing procedures to ensure LITS department directors and support staff have the necessary and appropriate resources to complete their activities.
• Maintains accurate and up-to-date files, records, and documentation.
• Serves as liaison with Facilities Management for LITS building maintenance needs.
• Maintains key inventory and master list of faculty carrel assignments.
• Supports the Friends of the Library through membership registration, publicity, and event support.
• Anticipates and resolves problems utilizing creative solutions.
• Handles sensitive and confidential matters with discretion and tact.
• Develops and nurtures positive working relationships and collaborates effectively with administrators, faculty, staff, students, vendors, suppliers, and external constituents.

Communication and Events

• Serves as the first point of contact for questions and information pertaining to the LITS division.
• Convenes a communications team of staff across the LITS division to develop communications strategy, timing, and deliverables, including the division’s newsletters and annual report, as well as to advance other communications-related initiatives.
  
   
• Plans and coordinates arrangements for in-person and virtual events for the LITS division.
• Assists with logistics for events in LITS facilities in collaboration with campus partners.
• Oversees the development and maintenance of the LITS digital presence, including web pages, social media, digital signs, and other platforms, ensuring information is accurate and up to date.
• Write and distribute emails and other communications on behalf of the Office.
• Represent the University at events and conferences.

Machines & Equipment Used: 

• Computers, printers, scanners, audiovisual equipment.

Judgment Required: 

• Performance of the essential duties of this position is dependent upon independent ingenuity and developmental efforts.

Budgetary Responsibility:

• Analyzes budgetary data and assists the Associate Provost in budget development and reporting.

Personal Interaction/Communication:

• Student Contact: Daily.
  
  
• Internal: Daily, working with administrators and all departments across the University.
• External: Daily; suppliers, contractors, visitors

Attributes of a Successful Candidate

Education: 

• Bachelors degree required.

Experience:

• Five years of employment in higher education is required.
• Experience working in a library or information technology services environment is preferred.

Job-Related Skills:

• The individual should possess superior communication and interpersonal skills, including compelling and precise written and verbal communication
• Be highly organized and detail-oriented
• Have strong analytical and problem-solving skills
• possess the ability to master new concepts and software applications
• Have the ability to fully utilize enterprise resource planning systems, spreadsheets, word processing, and Google Apps for Education.
• Experience with developing communications for various media, platforms, and audiences, including email, web, social media, and others, is required.
• Experience working with Ellucian Banner or other higher education ERP systems is preferred.

Supplemental Information

Confidential Information: 

Budget information, personnel files, donor information, contracts, Banner information.

Working Environment: 

Standard office environment.

Any additional requirements specific to this position:

The University of the South, commonly known as Sewanee, comprises a nationally ranked residential College of Arts and Sciences and a School of Theology.

The University is strongly committed to the values of intellectual inquiry, diversity, equity, and inclusion, and living and serving in community.

Situated on 13,000 acres atop Tennessee’s Cumberland Plateau, Sewanee is known for its stunning natural beauty while providing easy access to Chattanooga, Nashville, and Huntsville.

The University is affiliated with the Episcopal Church and seeks to help employees of all backgrounds and identities flourish.

DEI Institutional Statement:

At the University of the South, our commitment to inclusion and belonging is grounded in our core values of curiosity, community, and character.

We seek to build a community enriched by our diversity and centered on equity, justice, mutual respect, and shared responsibility.

Equal Employment Opportunity:

The University of the South is an equal-opportunity educational institution that is committed to creating and maintaining a diverse and inclusive campus environment.

Required Skill Profession

Librarians, Curators, And Archivists