Circulation & InterLibrary Services Operations Manager

Job description

Circulation & InterLibrary Services Operations Manager🔍University Libraries, Stanford, California, United States📁Library📅Feb 10, 2021 Post Date📅88438 Requisition #This is a 3-year fixed term position.

The Access Services department at Stanford Libraries seeks an experienced staff supervisor, and a creative, energetic, flexible, engaged, and organized individual for the Circulation & Interlibrary Services Operations Manager role at the Cecil H. Green Library, Stanford’s largest library.

The Libraries values are rooted in a commitment of mutual respect and the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives and collaborate with colleagues across the organization.

About Stanford Libraries:

Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About This Position:

The Operations Manager (Library Specialist 4) performs a wide range of complex and/or interrelated duties involving a high level of decision making within one or more functional areas of a library and applies knowledge of the overall system and works mostly independently with a high degree of initiative. The Operations Manager will supervise employees and manage a unit or after-hours operations by overseeing daily operations and updating and maintaining facilities and equipment.

Under the general direction of the Acting Senior Assistant Head of Access Services and within the guidelines of established policies and procedures, the Operations Manager ensures effective and ever-improving customer services for the Circulation team in Green Library. The Operations Manager is the expert in various applications and processes used in library inventory management and resource sharing tools (i.e. managing holds, check-outs, item processing, searches). The Operations Manager supports the daily frontline customer service points and regularly interacts with library users on special requests and exceptional circumstances. The Operations Manager is responsible for overseeing the flow and tracking of material as it moves to and from users, other Access Services units, other Stanford libraries and technical processing units, and resource sharing partners.

Separately, under the direction of the Access Services Resource Sharing Librarian, the Manager contributes to the Inter-library Services borrowing workflow by monitoring and processing or delegating requests to other library specialists and serving as a back-up supervisor for the Interlibrary Services lending team when the Resource Sharing Librarian is off-campus. The Operations Manager also contributes to the review and adoption of new technology and tools that streamline interlibrary services.

Work Schedule:

Current schedule:

Sunday to Thursday 8:30 to 5:30pm

Operational hours for Green Library may change in the year ahead to include evening hours which may impact the schedule for this role.


Public Interaction, including job duties such as:

  • Apply public service skills and sound judgement across communication channels to serve and develop department services
  • Serve as service desk and unit operations supervisor as needed to ensure department objectives are met
  • Interact with a wide constituency, including management, department colleagues, branch colleagues, technical staff, non-library units such as the Campus ID Card Office and Campus Public Safety, and colleagues and patrons from other institutions
  • Solve complex user information searches, such as in-depth interlibrary service request routing.
  • Instruct users in the use of the library catalog, databases, and other information resources and servicesWork occasional alternate shifts to provide service coverage as needed

Supervision, including job duties such as:

  • Recruit, hire, train, coach, supervise and evaluate staff
  • Monitor staff schedules and workflow to ensure adequate desk coverage, productivity levels are maintained, and department goals are achieved
  • Delegate work, plan and track projects; oversee problems through to resolution
  • Consult and collaborate with other library units on special projects or troubleshooting patron problems
  • Review and approve timecards; provide premium pay documentation as needed to Human Resources
  • Consult with supervisor and Human Resources on employee relations’ matters when appropriate
  • Actively participate in library staff development opportunities and share information with direct reports; encourage and monitor staff development
  • Actively foster teamwork, collaboration and unity across units and departments

Administrative, including job duties such as:

  • Oversee unit documentation and suggest and implement improvements to policies and procedures based on user and staff/user feedback, experience, and statistics
  • Ensure public-facing web pages related to operational policies are current and suggest changes to web team
  • Participate in evaluating and implementing new tools for streamlining department workflow and services
  • Create and analyze statistical reports to identify service trends or monitor unit activities

Facilities and Financial, including job duties such as:

  • Manage daily operations of a library unit to include circulation, course reserves, privileges interlibrary services, stacks, and ancillary projects
  • Verify departmental purchasing card transactions
  • Verify that allocated budgets for temporary, hourly, and student staff are met
  • Verify invoices and purchases and oversee billing tasks
  • Participate in the development, implementation and interpretation of policies concerning circulation, interlibrary services, privileges, reserves and stacks
  • Direct building opening, closing and walk-through activities to ensure problems are addressed, and followed-up by facilities, public safety or library administration as appropriate

Computing Support, including job duties such as:

  • Use on a daily basis common computer programs such as word processing, spreadsheets, Web browsers, and email
  • Use library applications required to complete tasks such as the ILS, ILLiad and other resource sharing software, Lenel for card production, and visitor registration software; administer applications as appropriate
  • Ensure department team members effectively assist users with library technology, perform basic troubleshooting for photocopiers, printers, microfiche readers, etc.
  • Supervise the unit's Expert Partner or perform the duties of Expert Partner, providing first-level technical support for the unit
  • Ensure department equipment and technology needs are met

Project Focused Work, including job duties such as:

  • Serve on library committees or groups as required or needed
  • Initiate and track projects involving collection maintenance, inventory control or department service improvements


Minimum 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:

  • Experience working in an academic or large public library system
  • 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
  • Knowledge of copyright best practices as needed for work in interlibrary services, course reserves and digitization requests
  • 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 and the use of computers in a networked environment for word processing, spreadsheets, database management, financial systems, and communication
  • Demonstrated ability to learn and synthesis new information quickly
  • Possess strong communication skills in English

Physical Requirements:

    Ability to push a cart weighing up to 650 lbs that requires an initial push force up to 70 lbsAbility to work in an environment that is dusty and or moldyAbility to lift books that are up to 10 poundsAbility to kneel and reachMust be able to stand for many hours

Work Standards:

    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,

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

Why Stanford is for You:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. Join a TedTalk, watch a film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Choose from hundreds of health or fitness classes at our world-class exercise facilities. We provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.

Additional Information
  • Schedule: Full-time
  • Job Code: 1734
  • Employee Status: Regular
  • Grade: F
  • Requisition ID: 88438




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Job No:
Posted: 2/12/2021
Application Due: 3/2/2021
Work Type: Full Time