| Department: |
|
Effective Date: |
May, 2012 |
| Grade: |
USG 9 |
Reports to: |
Head, Circulation Services |
General Accountability
This position is responsible for operations associated with the maintenance and management of the Library’s physical collections at the Dana Porter and Davis Centre libraries, and for participating in the management of the Circulation Services department.
Nature and Scope
- Interpersonal Skills: Internally, communicates with staff in the department to influence and motivate, and with other library departments to collaborate and reach agreement on implementation plans.
Externally, works with other libraries on campus and within TUG to present and discuss information and resolve problems. Works with vendors to obtain and clarify information.
- Level of Responsibility: Manages the collections maintenance function, which is highly specialized and has both direct and indirect reports.
- Decision-Making Authority: Responsible for setting direction within the collections maintenance areas, in consultation with others, and for the successful implementation of collections projects. In the absence of the department Head, the incumbent is one of the three managers that is expected to represent the department on time-sensitive issues.
- Physical and Sensory Demands: Minimal demands typical of a supervisory position operating within an office environment.
Statistical Data
Specific Accountabilities
1. The Circulation Services department operates at two sites, Davis and Dana Porter Libraries, and is responsible for three broad areas of activity: lending services, collections maintenance, and resource sharing and reserves. As one of three departmental managers who work with the Head, the incumbent shares responsibility for:
- establishing priorities and developing long- and short-term goals within the context of the Library’s overall goals
- securing and allocating resources necessary for the achievement of goals
- identifying changing circumstances and trends that require review and revision of policies and practices
- managing change, including the temporary redeployment of staff
- hiring, training, and supervising staff
- ensuring collaboration and coordination with other branch libraries, resource centres, and with the University of Waterloo’s federated and affiliated colleges and universities
- responding to anything that requires immediate supervisory attention, including during evenings and weekends
- serving as a resource person for staff who are expected to apply high-quality customer service skills as trained in the department
- representing the unit or department library-wide or beyond in committee work or on special projects such as with the TriUniversity Group of Libraries (TUG) or OCUL
2. The incumbent is accountable to the Circulation department Head for leadership in developing, revising, and administering policies and procedures relating to collections maintenance, which includes responsibility for:
- providing expertise in the development and implementation of weeding and shifting projects, using advanced reporting and spreadsheet tools
- overseeing a timely, accurate and cost-effective binding operation in accordance with established standards, and making recommendations on which commercial binder to use
- overseeing, on a regular basis, accurate and efficient taking of inventory of the physical collections
- ensuring that collections-related developments to the integrated library software, as well as other collections-related software and hardware technologies used within the library industry, are analyzed in order to take advantage of opportunities for improving efficiency in collections maintenance
- providing expertise and support to branch libraries in these areas
- working collaboratively with managers and staff in other library departments, as well as with library, campus and TUG committees, and with external vendors such as bookbinders and shelving manufacturers, to successfully fulfill this area of responsibility
3. As a key member of the collections management efforts of the Library, the incumbent works in close collaboration with the two ISR department Heads in order to:
- track space needs
- develop ideas and find opportunities for rationalizing collections
- provide support and advice on collection assessment work
- provide support for the implementation of TUG Information Resource Committee decisions
4. The incumbent provides leadership, expertise, and support to staff working in the Collections area, which includes direct reports as well as indirect reports, contract, and casual staff. Through a collegial management style that fosters open communication, the incumbent:
- coaches, trains and develops employees to assure growth and development of those individuals
- conducts regular performance reviews with direct reports, and ensures adherence to the annual Performance Planning process
- Makes decisions on the hiring of unit employees, in consultation with the department Head
- Ensures that the need for casual staff involved in this area is reconciled with the financial resources available
Special Assignments:
There are some roles related to the management of the department that may be individually assigned, and that may rotate among the Circulation Services managers as needed. Examples of special assignments include, but are not limited to:
- Serving as the sponsor of the Circulation Training Committee
- Checking attendance
POSITION REQUIREMENTS:
Education: Undergraduate degree or equivalent in education/experience.
Experience:
Demonstrated experience in leading and managing staff and in addressing challenges and opportunities associated with a rapidly changing academic environment. A commitment to innovation, creativity, and excellence is essential. Proven excellent communication skills with the ability to foster positive working relationships & build partnerships. Proven ability to work effectively in a service oriented environment, which values collaboration and collegiality. Demonstrated aptitude with reporting and querying software, with exceptional attention to detail and advanced skills in report analysis. Ability to quickly understand new technologies as an end-user. The incumbent must also have strong organizational and problem solving skills, with proven ability to manage and prioritize multiple projects.
Assets are: a very good understanding of library record structures; a good understanding of and experience in library operations.
Moderate lifting and carrying of library materials is required. On occasion, the incumbent may be required to respond to issues that arise during an evening or weekend.
Technical:
MS Word |
Excel |
PowerPoint |
Other |
Intermediate |
Intermediate |
Not required |
Demonstration of aptitude with reporting and querying software |
Working Conditions
- Working Environment: Minimal exposure to disagreeable conditions typical of a supervisory position with responsibility for a time-sensitive activity.
