Administrative Officer Job Vacancy in San Diego Law Library San Diego, CA 92101 – Latest Jobs in San Diego, CA 92101 – updated today

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Company Name : San Diego Law Library
Location : San Diego, CA 92101
Position : Administrative Officer

Job Description : Position: Administrative Officer
Hours: Full-TimeLocation: San Diego Law Library – 1105 Front St, San Diego, CA 92101
Reports to: Business Manager/Head of Human Resources
Base Pay: $21-25 per hour based on experience
Job Summary:
Responsible for providing clear and trustworthy communication, both written and oral, to administration and staff about Law Library services, facilities, and operations. Main provider of administrative support to the Director and Board of Directors. Responsible for the administration of business organization policies, procedures, and assessment tools. Serves as the main liaison to Law Library governing bodies, including creation of board agendas and minutes. Enhances and fosters close partnerships with Law Library managers and staff, and correctly completes on-time projects and administrative tasks for optimal Law Library operations.
Essential Functions / Principal Duties & Responsibilities:
Board Liaison: Serve as main library liaison to the Board of Trustees and Law Library Justice Foundation board; facilitate and organize board meetings; take official minutes and prepare accurate and timely reports of proceedings; follow through on actions required as a result of board directives; responsible for keeping permanent records of all Board Minutes, member terms, and by-laws and procedures. Responsible for posting Board notices and filing Annual Reports with government agencies.
Marketing/Library Communications: In conjunction with the Director of Libraries, assists with press releases and news publications to promote the library. Maintains media, donor, county, court, and friends of the library contact information in a tool that can be used for mass communication. Acts as the central communications hub for internal library communications and official announcements to staff. Assists with special promotional events and staff meetings & celebrations.
Donations: Manages both in-kind and monetary gifts as needed. Prepares tax donation letters, and thank you letters.
LiaISON TO OUTSIDE OFFICIALS/ VENDORS: Interfaces with outside consultants to the Law library as well as with County officials, Board of Supervisors, and sponsorship partners. Responsible for researching and selecting vendors for promotional and specialty items.
Facilities: Submits Tririga requests. Serves as the building art administrator for exhibition. Keeps accurate record and account of all artwork loaned to the library, and will maintain an appropriate system for check-in/ check-out procedures.
TRANSPORTATION: Coordinates and assists with staff transportation and parking needs;purchase bus/trolley passes, oversee parking space payment and allotment.
other Administrative functions:
EVENT COORDINATION & SUPPORT: Support the Director and Business Manager in coordinating monthly and annual events such as our monthly “Whyne Wednesday” where we recognize staff members with anniversaries and birthdays as well as the “Star of the Month”; assist the Business Manager in coordinating the annual Open House event; assist in coordination and support of the Law Library Justice Foundation in its annual Witkin Awards; assist in the coordination of other events as assigned by the Director and/or Business Manager.
GRAPHIC ARTS: Assist library staff and various departments in formatting large documents through the use of graphic design software such as Adobe Pro. This function helps with preparing newsletters, posters and signage for the library and library events.
SNACK PROGRAM: Helps administer this library-wide opportunity to purchase food and drink at minimal cost. This includes keeping inventory of current snacks and coordinating the purchase of new snacks when inventory runs low.
CHANGE CREATION: Seeks out challenges, assignments, new solutions; looks for ways to reinvent processes;
creates previously undiscovered pathways to success; owns the work and sees it to completion. Remains flexible
and positive in light of changes in assigned work duties; creates a positive place for individual and mutual growth
and development; can juggle changes in competing priorities and work around obstacles to achieve results
COMMUNICATION: Communicates effectively and directly; presents ideas clearly and with forethought; properly
gauges need for soliciting/sharing information; keeps in mind the effect of any communication on the recipient;
deals directly with individual(s) concerned;
PERSONAL RESPONSIBILITY: Seeks out learning opportunities to improve skills, acquire new skills, build new
tools; shares knowledge with others; actively applies knowledge, skills, and tools for the internal and external
betterment of the organization; demonstrates personal ownership of tasks and follow through to get the required
results; acquires the skills needed to successfully complete assignments; ability to plan, prioritize, and focus on
what is critical to accomplish law library goals; sets own deadlines; lives up to commitments; punctuality and consistent attendance required.
SERVICE TO OTHERS: Provides excellent customer service to library users, partners, and colleagues by giving the
highest personal attention, taking responsibility for working through an issue to completion/solution; embodies
the San Diego Law Library brand and service model; acts as an ambassador for the organization at on-site and off-
Site functions; never gives up trying to provide the best assistance possible.Promotes Library programs and
services;
TEAM-ORIENTED: Values and employs collaborative methods to get best results; seeks out and offers valuable
feedback; recognizes the needs of colleagues and offers support; makes kindness an every-day event; fosters trust
And cooperation among library users, partners, and colleagues.
Job Qualifications & Requirements:

A Bachelor’s Degree (Optimally, in public administration, social services, Humanities, Business Administration, Marketing, or Communications) and/or three (3) years of work experience in the field of administration or progressive non-profit work.
Must be familiar with the creation and administration of business organization policies, procedures, and assessment tools.
Must be punctual, flexible and organized, with strong prioritization and time management skills.
Must demonstrate the ability to turn around work product quickly and on time.
Must demonstrate knowledge and ability in emergent technology: QR codes, apps, Adobe and Adobe Pro, image manipulation, proficiency in Word, Microsoft Office Suite (including PowerPoint, Publisher & Excel); QR code generators, Prezi, utilization of various applications (both desktop & mobile).
Requires managerial self-sufficiency, creative solution-thinking, excellent organizational and communication skills, dedication and confidence to offer and promote new and better ways for the Law Library to excel as a Learning Organization.
Must maintain files and be able to keep sensitive information confidential.

Preferred Qualifications

Microsoft Teams experience
Trello Experience

Other Information:

May be required to attend off site meetings, seminars, conferences or PR events.
Ability to travel to all Library locations as needed.
Ability to work weekend and/or evening hours as needed, and for special events.
Additional responsibilities, duties, and projects as assigned.

This is not a contract of employment. This job description is not intended to be all-inclusive or static. The Library may modify the job description or duties at any time to meet the ongoing needs of the organization.
Job Type: Full-time
Pay: $21.00 – $25.00 per hour
Benefits:

Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift
Monday to Friday
Weekend availability

Ability to commute/relocate:

San Diego, CA 92101: Reliably commute or planning to relocate before starting work (Required)

Education:

Bachelor’s (Preferred)

Experience:

Administrative: 2 years (Preferred)
Microsoft Office: 2 years (Preferred)

Work Location: One location

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