Assistant Director for Administrative Services - Southern Methodist University

Post date: March 7, 2022

Assistant Director for Administrative Services

Reporting to the Associate Dean of Academic Initiatives and Director of Fondren Library, and serving as a member of the Dean’s Cabinet, the Assistant Director for Administrative Services provides leadership, oversight, and coordination of organizational development and human resources functions for SMU Libraries. This position works closely with the Dean, associate deans, library directors, and SMU Libraries Equity, Diversity, Inclusion, and Accessibility (EDIA) Officer to provide sound human resource policies, procedures and strategies that align with university Human Resources policies, advance library priorities, and create a positive and inclusive work environment. This position will oversee operations and continuous improvement in human resource management, including coordination of hiring, evaluation, performance management, professional development, and promotion and will coordinate all activities with the libraries’ SMU HR partners.

SMU is a nationally ranked private research university in Dallas, TX, with eight degree-granting schools. SMU Libraries includes six libraries on the main campus and one library at our satellite location in Taos, NM. As a library organization, we are dedicated to achieving the goals in our strategic plan to support the wellbeing and professional growth of our staff. Our goals include an emphasis on community-building, user-centered design, and approaching our work with empathy and collegiality. Additionally, we are dedicated to diversity and inclusion. We seek to hire a person who shares our values of a diverse and equitable workplace based on teamwork with a proactive and positive approach in all that we do.

Essential Functions:

· Serve as an advisor to staff and supervisors on HR-related personnel matters; liaise between staff and SMU HR on personnel issues; offer advice and counsel on HR policies and procedures.

· Coordinate the hiring process for permanent and temporary employees. Submit final job ads and position descriptions to HR; post ads to professional organizations, submit paperwork for temp employee hires; coordinate search committees; update policies and procedures related to hiring; communicate with potential candidates for open positions; work with our EDIA Officer to ensure fair and equitable hiring process.

· Coordinate professional employee development opportunities for SMU Libraries; create a mentoring program for librarians; serve as liaison to LEAD (Libraries' Education and Development) Team to coordinate staff enrichment across libraries.

· Coordinate student worker employment by coordinating hiring and termination processes in collaboration with student worker supervisors; advise supervisors on payroll issues; train supervisors as needed; and maintain all student worker employment records.

· Coordinate time sheet completion by SMU Libraries' hourly employees; answer questions; serve as the liaison to SMU Payroll.

· Maintain all personnel records for SMU Libraries. Ensure job descriptions are updated annually and sent to SMU HR; maintain open position documentation for dean; update organizational charts, staff directories, and email lists as needed.

· Serve as liaison to SMU HR; communicate hiring plans; submit paperwork for job title changes, job description changes, and promotions; respond to HR requests for market adjustment studies; submit requests for extra compensation as needed.

· Manage annual HR-related processes such as, the professional librarian promotion process, merit raises, and annual performance evaluations. Communicate timelines and outcomes, in coordination with the Dean, to SMU Libraries personnel, update policies and procedures, and answer questions as needed.

· Create and update policies for SMU Libraries, such as hiring process, on-boarding and off-boarding of personnel, professional travel guidelines, remote work policies, etc.

· Provide basic financial support for the Dean; service as liaison to SMU Finance and the libraries' accountant; monitor financial spending approved by the dean; manage finances related to student worker budgets and travel budgets; create reports for the Dean as requested.


Education and Experience:

Required Qualifications

· Bachelor’s degree

· Three (3) years of full-time experience in the essential functions related to human resources or organizational development or related experience

· Excellent communication skills

· Demonstrated commitment to inclusive workplace practices

Preferred Qualifications

· Bachelor’s degree in business, organizational development, organizational psychology or Master’s degree in library science

· Experience automating and streamlining administrative procedures and processes for efficiency

· Experience with project management that requires attention to detail and prioritizing competing projects

· Experience leading inter-departmental teams or directly supervising personnel

· Experience creating or promoting opportunities for the professional growth of staff or knowledge of strategies to improve the health of an organization

· Experience working in a library organization or other non-profit

Priority date is March 15, 2022. For more information and application instructions, visit