Assistant Manager, Stanford Auxiliary Library 3

Oct 09, 2017
Institution Type
Four-Year Institution

Stanford University

Assistant Manager, Stanford Auxiliary Library 3

Job Number:

Assistant Manager, Stanford Auxiliary Library 3 (off-campus storage warehouse) in Livermore, CA

The Access Services department at Stanford Libraries is a fast-paced environment that values high quality, just-in-time customer service to meet the academic and research needs of students, faculty, staff, affiliated scholars and visitors of Stanford University. We are seeking an experienced, creative, and inclusive Assistant Manager for our off-campus library storage facility in Livermore, CA, called Stanford Auxiliary Library III (SAL3).

Work schedule:
Monday to Friday 6am-3pm


Stanford Auxiliary Library 3 (SAL3) is located 50 miles from campus in Livermore, CA. SAL3 is a high-density, high-efficiency, preservation storage facility for library and archival materials such as books, manuscript boxes, record storage boxes for Special Collections, boxed newspapers, records, film and other media. The materials are stored on 30-foot-high racks and staff retrieve and re-file materials using a forklift. Warehouse operations center around on-going accessioning of new material, optimal storage, delivery of requested items to campus Libraries, and re-filing returned items. Once a day, Monday through Friday, a secure SAL3 truck delivers and picks up shipments from multiple campus branch libraries on a tight schedule. SAL3 inventory is controlled by item barcodes. Currently, SAL3 houses over 3.5 million items. In the next few years SAL3 will reach storage capacity and expansion planning is being considered. The SAL3 Assistant Manager will administer and support the SAL3 program and functions under general supervision. She/he will oversee the team of 6 staff members: 5 who perform frontline material processing and one driver who delivers materials to/from campus.


  • Independently implement, administer and evaluate day-to-day activities of the unit, function or program. Act as key contact.
  • Collect and analyze data, create reports, review and explain trends; formulate and evaluate alternative solutions and/or recommendations to achieve the goals of the program or function.
  • Analyze and interpret policies; develop, revise and implement procedures for program or function.
  • Represent the program or function within the department, unit or school. May also represent the program or function to external constituencies.
  • Reporting to the SAL3 Manager, the Assistant Manager will administer and support the SAL3 program and functions under general supervision.
  • Directly supervise and manage a team of 6 full-time staff members: 1 driver and 5 storage facility workers (including one lead): manage leave requests and review time cards; coach and evaluate staff performance. Lead daily stand-up safety/operations meetings.
  • Directly supervise frontline day-to-day operations of processing requests and incoming materials. Monitor operational safety and productivity; perform quality control on processes; document frontline operations and analyzes processes for continual improvement.
  • Under direction of the Manager, set monthly schedule for receipt of new inventory to process from campus libraries; schedules SAL3 truck stops to deploy empty carts/bins and to pick up new and returning inventory. Adjust daily schedule according to business need or staffing levels.
  • Liaise with the Libraries' Technical Support team, write up service tickets and perform some upgrades and swaps as trained. Troubleshoot warehouse technology (inventory database, handheld devices and computers).
  • For facilities & SAL3 Truck support:
  • Coordinate truck maintenance and repair needs with campus shop and Libraries' facilities team and secure truck rental as needed.
  • Provide guidance to driver when the truck breaks down and arrange alternative transportation and modify delivery schedules.
  • Coordinates forklift maintenance, repair and training.
  • In absence of the Manager, serve as an on-site contact for numerous building contractors whose work is managed by the University Facilities Zone Manager and the Libraries' facilities' team; monitor, track, report back vendor activities and issues.
  • The Assistant Manager is among initial contacts for the various alarm situations and for emergency response at night and on weekends.
  • Special projects typical for this position: plan may include: planning/managing inventory projects aimed to improve processing accuracy and maximize space utilization; analyzing a list of inventory and assessing labor needed to retrieve/refile; reviewing until statistics or productivity scores; overseeing consolidation of materials shelved; oversees special retrieval requests for large digitization projects.

  • Other duties may also be assigned.

    Education & Experience:

    Bachelor's degree and three years of relevant experience, or combination of education and relevant experience.

    Knowledge, Skills and Abilities:
  • Demonstrated ability to prioritize own work and multi-task.
  • Demonstrated excellent organizational skills.
  • Demonstrated ability to take initiative and ownership of projects.
  • Ability to communicate effectively both orally and in writing.
  • Ability to routinely and independently exercise sound judgment in making decisions.
  • Demonstrated experience working independently and as part of a team.
  • Relevant subject matter knowledge.
  • Ability to direct the work of others, for jobs requiring supervision.

    Other Relevant Knowledge, Skills and Abilities May Include:
  • Demonstrated skills to interpret and apply Bargaining Unit contract.
  • Capacity to develop fluency in standard functionality and reporting functions of the warehouse database.
  • Demonstrated results-driven problem-solving skills.
  • Demonstrated professional procurement experience with budgeting and purchasing.
  • Working knowledge of a wide range of building systems including: electrical; fire alarm and fire suppression; building security and surveillance; HVAC and climate control; telecom and data communications. Possesses or develops quickly expertise in the LAS software for inventory control and library preservation principles that infuse warehouse operations.

    Other Relevant Preferred Qualifications May Include:
  • Demonstrated experience as a self-starter (assertive, self-motivated).
  • Experience in a warehouse environment.
  • Experience applying Bargaining Unit contract.
  • Experience with data reporting and analysis tools (such as Microsoft Excel).
  • Familiarity with library systems (databases) and metadata.
  • Familiarity with library preservation principles (for material handling and long-term care).

  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sitting, grasp lightly/fine manipulation.
  • Occasionally use a telephone.
  • Rarely lift/carry/push/pull objects that weigh 11-20 pounds.
    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Library

    Location: University Libraries
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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