Library Operations Manager
2 months ago
About the Role
The Library Operations Manager at Worcester Polytechnic Institute is responsible for ensuring excellence in library operations, productivity, and organizational effectiveness. This role plays a key part in maintaining a trustworthy, diverse, and inclusive environment for all who work in and use the library.
Key Responsibilities
- Financial Management
- Negotiate purchases that provide the best value to the university, developing positive long-term relationships with vendors and ensuring high-quality services.
- Enter, approve, and report all financial records in Workday.
- Enter all invoices to be paid and attach any supporting documents.
- Approve all staff expense reports to ensure work tags are correct and all receipts are attached.
- Reconcile P-Card charges in expense reports.
- Conduct research in budget reports.
- Resolve shipping and billing problems.
- Order, monitor, and maintain inventory of supplies for the Library.
- Create budget planning documents and analyses to support library administration's budget planning and requests for both capital and operating budgets.
- Capital Projects
- Plan, coordinate, and implement building capital projects to enhance the environment for all library users and staff.
- Coordinate submission of work orders and follow up as needed to ensure action.
- Meet and work with vendors to secure quotes and coordinate performance of supplies and services, including furniture, repairs, and upgrades.
- Communicate with all custodial and facilities staff regarding building maintenance needs.
- Direct student employees to support building projects and maintain the library study and work environment.
- Organizational Development and Communications
- Develop and maintain an environment of excellence, trust, diversity, and inclusion for students, staff, and faculty within the library, handling information requiring discretion and sensitivity.
- Maintain complex administrative records and oversee complex administrative and personnel operations, requiring an in-depth knowledge of procedures and methods and a high level of initiative and discretion.
- Support routine web communications, such as library announcements and updating staff directory pages.
- Support communications to library stakeholders and donors, maintaining contact lists and records and supporting newsletters and other communications.
- Support library-wide communications, including all-staff meetings, administrative notes and updates, and the library staff manual.
- Provide welcoming directions and transportation information for library visitors, including prospective donors and other campus visitors.
- Provide administrative support to the University Librarian for all confidential matters.
- Event and Travel Planning
- Plan all librarian travel for conferences.
- Plan all travel for recruiting.
- Plan all library events for staff, students, and faculty, including venue preparation, catering requests, technology setup, breakdown, and cleaning.
- Serve as the primary contact and manager of library space use for external events, negotiating availability, ensuring access, and securing technical support.
- Technology and Operations Support
- Coordinate with IT as needed, specifying, purchasing, and leasing technology equipment based on requirements determined in consultation with other campus offices.
- Determine technology installation needs, requirements, locations, expenses, and responsibility for installation.
- Maintain records of technology assignments to ensure full use of existing technology resources.
- Process forms dealing with library operations, including check requests, work orders, mailing and duplicating requests, and travel vouchers.
- Library, Professional, and Community Engagement
- Participate in providing direct services to library users and customers or providing informed referrals.
- Participate in collaborative library programs and activities, including outreach events, strategic and annual planning, and collaborations with university community offices and student groups.
- Participate in and contribute to WPI committees, initiatives, and goals contributing to WPI and library strategic initiatives.
- Engage in and contribute to their profession through continuing learning, service, research, presentations, or professional communications.
Requirements
- Minimum 4-year / Bachelor's Degree.
- Minimum 5 years of experience.
- Minimum of two years directly relevant experience.
- Experience using an enterprise financial system such as Workday to submit, process, document, and approve a large volume of complex and sometimes unique financial transactions.
- Advanced understanding of and evidence of using effective accounting and purchasing practices.
- Excellent analytical skills, including the ability to identify issues, obtain relevant information, relate and compare data from different sources, and identify alternative solutions.
- Excellent written and oral communication skills, including the ability to collaborate with library managers and staff, negotiate effectively with vendors, stakeholders, and service providers, and escalate issues effectively and appropriately.
- Ability to coordinate and administer programs and project activities, including the ability to manage resources, monitor activities, and assess their effectiveness and areas for improvement.
- Research, consultation, listening, and information gathering skills to fully understand situations or issues and identify and test solutions.
- Curiosity and creativity in reaching decisions or making recommendations to benefit the organization and its mission.
- Advanced proficiency in using core office applications, including Word, Excel, Outlook, OneDrive, PowerPoint, Zoom, and Teams.
- Experience or willingness to learn to use a variety of web and graphic communication technologies, such as Canva, Drupal, WordPress, and Mailchimp.
Preferred Skills and Experience
- Five years directly relevant experience managing the finances of a complex organization.
- At least one year of direct experience using Workday to handle a wide range of financial and other institutional transactions.
- Experience with budget planning and making budget projections.
- Ability to create effective charts and infographics to communicate organizational finances and resource use.
- Interest and experience with planning and coordinating interior building improvement projects, such as painting, floor treatments, furniture selection, and working with contractors and service providers to obtain building services.
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