Library Operations Manager

5 days ago

Worcester, Worcestershire, United Kingdom Worcester Polytechnic Institute Full time

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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