Collections Support Unit Manager (Library Associate 3)

Classification Title:

Collections Support Unit Manager (Library Associate 3)

Job Description:


The George A. Smathers Libraries at the University of Florida seek a versatile and knowledgeable Collections Support Unit Manager in the Acquisitions & Collections Services Department. Reporting directly to the Department Chair, this position leads the daily operations of the Collections Support Unit and serves as a member of the Department’s collaborative leadership team. The Collections Support Unit Manger is responsible for effective management of the Unit’s processes and staff (4 FTE and student workers). The Unit is responsible for handling acquisitions of all monographs (including e-books) and tangible materials for the collections using firm order (one-time), approval, and use-driven collections budgets, totaling over $800,000 annually. This position develops and interprets policies and procedures, and in collaboration with the Department Chair, makes decisions related to the Unit’s activities. The Unit Manager also oversees the Unit’s data loading analysis and builds and manages working relationships with a wide variety of internal and external clients. As a member of the Department’s leadership team, the Unit Manager also coordinates the Department’s liaising and customer service activities and leads the Department’s projects team dedicated to e-books and streaming video issues. The Unit Manager will serve as a functional and technical expert in acquisitions and collections related operations and contribute greatly to setting and meeting the priorities, goals, and objectives for the Department and the Libraries’ collections.


Collection Support Unit Management

  • Builds, implements, maintains, and assesses Unit workflows, policies, and procedures
  • Ensures accurate and prompt tracking and processing of orders, materials receipt, invoicing, pcard charges, and routing of materials
  • Interprets and develops policies and procedures and makes recommendations to the Chair on the effective operation of the Unit
  • Develops goals and objects for the Unit, in coordination with Department Chair
  • Determines priorities and oversees timelines for cyclical processes and projects
  • Monitors all firm, approval, and use-driven acquisitions plans and budgets to ensure appropriate flow of expenditures relative to the fiscal year cycle
  • Builds and maintains expert level knowledge of modern acquisitions and collections operations, including acquisitions methods and collection strategies
  • Works with staff to troubleshoot and resolve issues related to the activities of the unit, such as ordering, invoicing, and access issues
  • Personnel Management

  • Supervises and evaluates the performance of four full-time staff, as well as student workers
  • Trains and updates staff on all functional and technical areas handled within the Unit
  • Prioritizes and assigns tasks and projects to unit staff
  • Ensures staff adhere to appropriate policies and procedures
  • Guides staff in pursuing professional development opportunities
  • Responsible for hiring staff and student workers
  • Collaboration & Communication

  • Represents the Department and the Libraries to assigned state and local committees, as well as a variety of internal and external stakeholders
  • Serves as a liaison, communicating and collaborating with Department personnel, subject specialist librarians, and branch staff to develop and implement purchasing plans to meet users’ needs
  • Provides training and consultation to library personnel on acquisitions and collections plans, process, and tools
  • Builds, maintains, and updates Unit and Department webpages
  • Communicates and coordinates with dozens of vendor and publisher representatives to establish and maintain partnerships necessary to acquiring and managing research library collections
  • Departmental Leadership

  • Plays an active role as a member of the Department’s leadership team through discussion and collaboration
  • Contributes to the planning and implementation of the Departments’ objectives and advises Chair on goal and priority setting for collection strategies
  • Plans and leads monthly Department managers meetings and quarterly Department-wide meetings
  • Coordinates the Departments’ program of budget center liaisons, working with the Department’s leadership team to develop liaison assignments and direct customer service activities across units in the Department
  • Serves as Chair of the Department’s e-book and streaming video team, which focuses on the intradepartmental coordination of activities associated with these formats
  • Plans and leads large scale projects concerned with the automation of acquisitions processes, collection and analysis of data, or implementing new initiatives
  • Coordinates with and advises other department unit managers to investigate and troubleshoot cross-unit issues
  • Serves as a backup supervisor and time-approver for other unit managers in the Department
  • Data Loading and Analysis Oversight

  • Establishes and maintains shelf-ready and MARC record delivery services from vendors and the processes and workflows related to these services
  • Collaborates with staff from the E-Resources Unit and from the Florida Academic Library Services Cooperative (FALSC) to implement and maintain MARC record loading processes and workflows
  • Ensures records are loaded in an efficient and accurate manner
  • Works with Department Chair and other stakeholders to streamline and automate acquisitions processes
  • Compiles and analyzes acquisitions and collections data to generate metrics and statistics for a wide variety of reports and surveys
  • Professional Development

  • Maintains knowledge and understanding of developments in the fields of acquisitions, collections, e-resource management, resource discovery, and cataloging and metadata
  • Researches these topics in-depth in order to make recommendations and implement change
  • Pursues professional education and training opportunities, as appropriate
  • Monitors and contributes to the professional and/or scholarly dialogue on issues related to assigned responsibilities
  • Other Duties as Assigned

  • Provides service to the Libraries, University, State, and or Profession, as appropriate or as assigned
  • Performs other duties as assigned

    Advertised Salary:

    $44,481 annually.  Actual salary will reflect selected professional’s experience and credentials

    Minimum Requirements:

    Bachelor’s degree and six years of related library experience; or a master’s degree and three years of related library experience; or any equivalent combination of experience, training and/or education.

    Preferred Qualifications:
  • Expert level knowledge of firm, approval, and use-driven acquisitions methods
  • Knowledge of acquisitions and collections methods, practices, and principles
  • Knowledge of cataloging and metadata principles and access and discovery systems
  • Experience providing leadership to a team
  • Experience establishing priorities, assigning work, and ensuring proper completion of tasks
  • Experience performing complex problem-solving related to library technical services 
  • Demonstrated ability to communicate effectively in verbal and written formats
  • Experience using Microsoft Office, particularly Excel and/or Access
  • Experience working with an Integrated Library System (ILS) such as Aleph or Sierra
  • Experience manipulating and loading MARC records, using such tools as MARCEdit
  • Experience maintaining e-resource management and access tools, such as knowledgebases and discovery systems
  • Experience with budget management and basic fiscal operations
  • Customer service experience
  • Supervisory experience
  • Reading knowledge of one or more foreign languages
  • Special Instructions to Applicants:

    To apply, submit 1) a cover letter detailing your interest in and qualifications for this position; 2) your current resume or CV; and 3) a list of three references including their contact information (address, telephone number, and email). Apply by September 11, 2017 (applications will be reviewed as received).

    Applications must be submitted by 11:55 p.m. of the posting end date.

    This requisition has been reposted. Previous applicants are still under consideration and need not apply.

    Health Assessment Required: No