The Senior Finance & Administration Specialist is a member of the UMKC University Libraries’ Administrative Support Team. They coordinate a variety of administrative, financial and human resources tasks, as well as support to library employees and serve as the primary position managing reception coverage for the Libraries’ Administrative Office. This position covers key roles in administrative and business operations, including but not limited to purchasing and payments, supervising administrative student employees, HR liaison for all library department student turnover, room scheduling, event setup, and various other projects. The Senior BSS collaborates with library departments and university business units to ensure administrative, financial, and operational activities support departmental and organizational goals. This position reports to the Libraries’ Senior Executive Assistant.
Administrative Duties:
- Identifies and implements practical solutions to complex administrative and operational challenges, recommending process improvements and alternative approaches when appropriate.
- Ensure and coordinates so that the Libraries’ administrative office has adequate office coverage, making sure there is a point of contact for visitors to the office. Guarantees admin staff have supplies and maintenance needed for daily operation of the office and ensures that admin spaces are secure.
- Primary position to handle administrative support tasks for library employees via a ticketing system, and back-up office support for library dean and associate deans.
- Primary position to monitor administrative email which involves independent knowledge of varying department heads and committee chairs. Uses discretion to either act upon needs independently or using judgment to refer tasks to others.
- Manage support for meeting rooms, including a primary point of contact for room setup and training to external users of the admin managed rooms. Makes sure rooms are prepared for events, programs, etc.
- Coordinate ongoing maintenance of the Employee Resource Guide and internal staff phone directory.
- Develop fundraising contact reports for acknowledgment letters using university’s Advance system.
- Process gift-in-kind donations; produce acknowledgement letters, track and cross-reference gifts on weekly reports.
- Provide guidance in Camaraderie Committee meetings at a leadership level while coordinating support activities
- Complete special projects and administrative tasks as assigned.
Business Support Duties:
- Manage procurement activities in compliance with university policies, regulations, and purchasing guidelines; research, evaluate, and analyze vendor options, products, and pricing to ensure cost-effective purchasing decisions and optimal value for the Libraries.
- Serve as a resource and trainer for library employees on procurement, travel, expense management, and university business systems.
- Order supplies and pay invoices for non-computer related purchases (including library general supplies and event supplies). Prepare printing orders. Maintain a standing inventory of library supplies. Coordinate the ordering and disbursal of this with the staff in the Receiving Room. The following information is recorded in the Senior BSS Procedures Manual:
- Purchase non-computer and only designated electronic equipment.
- Oversee and ensure payments for library books and databases, etc. are processed. Must review, research and resolve complex vendor issues requiring independent judgment and problem-solving.
- Arrange conference registrations, airline reservations, transportation, and hotel accommodations as needed.
- Deposit checks.
- Oversees the management of all Miller Nichols Library keys and key-related needs.
Human Resources Duties:
- Acts as liaison between the libraries’ student supervisors and Human Resources. Assists with processing student personnel actions, including hiring, terminations and pay changes for library student workers. Works directly with the Financial Aid Office who administers Work-Study as needed.
- Coordinates the information student supervisors need when an employee is hired and when an employee leaves.
- Assists with academic hiring responsibilities, such as candidate communications involving interview scheduling ad travel/meal arrangements.
Professional development and service:
- Demonstrates leadership on appropriate committees and participates in professional development as defined by and with the approval of their supervisor.
- Takes a leadership role when appropriate or assigned.
- Maintains comprehensive knowledge of university business, procurement, financial, and human resources policies and procedures.
Other duties as assigned.
Minimum Qualifications
A Bachelor’s degree or an equivalent combination of education and experience and at least 2 years of experience from which comparable knowledge and skills can be acquired is necessary.
Preferred Qualifications
- Possesses a broad understanding of the job and financial and/or accounting responsibilities
- Demonstrates ability to maintain strict confidentiality and handle sensitive information with discretion and professionalism
- Applies skills and knowledge in a variety of processes, procedures and systems that impact business and fiscal operations/units
- Detail-oriented person who has experience with scheduling meetings and spaces as well as travel arrangements
- High level of demonstrated expertise with Microsoft Office Suite
- High level of comfort with adapting to new and changing technologies
- Ability to work independently and with initiative
- Comfort with ambiguity
- Successful customer service experience
- Successful supervisor experience
- Strong public service ethic
- Strong written and oral communication skills
- Demonstrated ability to set and manage priorities while multitasking in an office that can change day-to-day
- Experience in libraries including a broad knowledge of library operations, specifically knowledge of administrative functions of purchasing, supplies, travel arrangements, as well as handling the payment processes for library materials, supplies and other services
Application Deadline
Applications will be accepted until this position is filled.
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