SAL3 Operations Coordinator & Document Delivery Specialist

Job description

SAL3 Operations Coordinator & Document Delivery Specialist

Stanford University

Job Number:


  • Job site is off-campus in Livermore, California
  • Work schedule: Monday to Friday, 6am-3pm (with a 1-hour lunch)


    Stanford Libraries seeks an Operations Coordinator and Document Delivery Specialist to join our 7-person library warehouse team located in Livermore, California.

    Our library storage facility, named SAL3 (pronounced sal three, an abbreviation for Stanford Auxiliary Library 3), stores library books and boxes in a high-density shelving system in a climate-controlled and secure environment (50 degrees F, 38% humidity). Operations at SAL3 revolve around processing new incoming books and boxes for long-term preservation storage and well as processing items that have been requested for use at a campus library (delivered via a daily delivery truck) or as scanned PDFs that can be delivered by email. Material at SAL3 is tracked via barcode and tray/shelving location.

    We are seeking an inclusive, creative, and organized person to serve in this role: someone who will learn our operation thoroughly, learn about Stanford Libraries, and participate in a constant refinement of our programs - always improving safety, efficiencies and customer services- as well as helping us plan for the future. The complexities of space planning for a building nearing its full capacity and planning for a not-soon-enough expansion will draw heavily on the Operations Coordinator and Document Delivery Specialist's problem solving and analytical skills.

    There are 4 main categories of work in this role: 1) general administrative services 2) management of the scan-on-demand PDF service 3) project work (mostly related to space and productivity analysis) and 4) supervision of temp/casual staff and/or, in the absence of the Manager, supervision of regular staff and workflow.

    Reporting to the SAL3 Manager, the Operations Coordinator and Document Delivery Specialist will perform a wide range of complex and/or interrelated duties involving a high level of decision making. S/he applies knowledge of overall system and works mostly independently with a high degree of initiative. May supervise employees and manage a unit by overseeing daily operations and updating and maintaining facilities and equipment.

    Examples of the special projects with which the SAL3 Coordinator might lead: explore new vendor products such as shelf labels or barcode duplicators; perform cursory internet research on a topic to assist facilities management (such as cold room temperature settings or LED lighting); work with campus Metadata team to review lists of books in an attempt to track them down or discover process failure; assess workflow timing; perform quality control on a process. The Coordinator will also contribute to planning for the facility expansion and review and recommend improvements to the scan-to-PDF service.


    Facilities and Financial
    , including job duties such as:
  • Assist Manager in the oversight of daily operations of the library storage facility.
  • Order and maintain work supplies for the operation: research options, obtain vendor estimates, make recommendations and review invoices.
  • Verify departmental purchasing and transactions.
  • Monitor the Equipment, Materials & Supplies budget.
  • Facilities:
    o Perform building opening, closing and walk-through activities to ensure problems are addressed and followed-up by Manager, Facilities teams, and/or vendors.
    o Serve as a key on-site contact for numerous building contractors whose work is managed by the University Facilities Zone Manager and the Libraries' facilities' team.
    o Report and track observed or potential problems with building access, alarms, fire suppression, HVAC, video surveillance, custodial, grounds-keeping and other utilities.
    o Serve as one of the initial contacts for the various alarm situations and for emergency response, including possibly at night and on weekends.
  • Office administrative support, which may include:
    o Routine: manage visitors, phone calls, doors, alarms, files, calendars, meeting notes.
    o Statistics: Create reports and spreadsheets which may utilize specialized software and systems:
    o Data inquiries: Process monthly reconciliation report, check item status requests and process withdrawal requests.

    Materials Processing, including job duties such as:
  • Manage the SAL3 document delivery service called SAL3 Scan-to-PDF,
    o Set up procedures and oversee materials processing: verify citations in a variety of databases as appropriate, identify any existing electronic access to texts, interpret and apply copyright restrictions, and perform all document imaging activities such as scanning and posting documents electronically.
    o Use of specialized overhead scanner and utilizing several key library databases and software.
    o As user requests fluctuate in numbers, train and supervise routine work by casual/hourly support staff or deflect work to campus when needed.
    o Perform limited routine transactions within the ILS (Library database), such as charging, discharging, managing holds.

    Supervision, including job duties such as:
  • In the absence of the SAL3 Manager: train, supervise, develop and evaluate warehouse staff.
  • May supervise casual and or project staff.
  • Consult with Manager, the Department Head, or Library Human Resources on personnel issues as appropriate.
  • Apply the Bargaining Unit contract.

    Collection Maintenance, including job duties such as:
  • Plan and monitor work associated with collection shifts, transfer of materials, and space use.

    Reference, including job duties such as:
  • As part of managing the Scan-to-PDF service, instruct users in the use of the library catalog, databases, and other information resources.

    Computing Support, including job duties such as:
  • Use on a daily basis common computer programs such as word processing, spreadsheets, Web browsers, email and other communication and documentation applications.
  • Use library content management database system software.
  • Perform the duties of Expert Partner, providing first-level technical support for the unit.
  • Use specialized overhead scanning equipment to digitize library materials.

    Project Focused Work, including job duties such as:
  • Coordinate and perform a wide range of activities throughout a variety of digitization workflows for library materials
  • Maintain or assist in the development of bibliographies or organized research tools, (e.g., databases or a suite of web pages, as well as written documents associated with research activities)
  • Serve on library committees or groups as required or needed.


    Education and Experience Required:

    Bachelor's degree plus three or more years of experience in an academic library, or equivalent combination of education and relevant experience.

    Knowledge, Skills, and Abilities Required:

  • Demonstrated interpersonal and organizational skills
  • Able to apply judgment in choosing procedures and evaluating alternatives
  • Demonstrated ability to perform detailed tasks accurately and efficiently
  • Demonstrated ability to be flexible and work well under pressure
  • Record of excellent attendance
  • Experience using or ability to learn one or more library automated systems
  • Proven track record with handling complex procedures from beginning to end.
  • Demonstrated supervisory experience in complex environments
  • Proven experience in day-to-day oversight of a highly variable workplace
  • Exhibit strong analytical skills
  • Proven ability to apply sound judgment and seek constructive solutions to problems
  • Skilled in dealing with financial systems and managing budgets for materials and personnel
  • Background in managing projects with help from individuals and as part of a team
  • Ability to take initiative, plan and prioritize work, and meet deadlines
  • High degree of comfort in the use of computers in a networked environment for word processing, spreadsheets, database management, financial systems, and communication.
  • Demonstrated ability to learn and synthesize new information quickly
  • Ability to communicate effectively in oral and written English

    Other Relevant Experience May Include:

  • Experience in an academic, library or warehouse environment
  • Experience applying a Bargaining Unit contract.
  • Experience with data reporting and analysis tools.
  • Familiarity with library systems (databases) and metadata.
  • Familiarity with library preservation principles (for material handling and long-term care).
  • Developed supervisory and team-building skills.
  • Demonstrated ability to interpret bibliographic information and read and troubleshoot incomplete or erroneous citations.
  • Proven track record with handling complex procedures from beginning to end.
  • Demonstrated ability to work both independently and collaboratively and adjust to shifting priorities.

    Physical Requirements:

  • Ability to kneel and reach
  • Must be able to stand for many hours.
  • Constantly perform desk-based computer tasks.
  • Frequently grasp lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 15 pounds.
  • Tolerant of bright flash of scanner light and sound/pitch of document scanner.
  • Ability to work in a cold storage unit where the climate is controlled at (50 Degrees F, 38% humidity.)
  • Visual acuity including color vision for scanning service.
  • Ability to obtain and maintain a California Non-commercial Class license.

    * - 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 the job.

    Work Standards:

  • Interpersonal skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Often interface with SAL3 staff (management and Bargaining Unit staff), Interlibrary Loan teams.
  • 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 Code: 1734
    Job Grade: F


    Location: University Libraries, California, United States
    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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    Job No:
    Posted: 11/26/2018
    Application Due: 1/28/2019
    Work Type: