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Access Services Manager

Whitman College
Washington, United States
Salary Not specified
Posted date
Jun 28, 2021

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Position Type
Administrative, Academic Affairs, Librarians & Library Administration
Employment Level
Employment Type
Full Time
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Access Services Manager
Whitman College


Located in the historic community of Walla Walla, Whitman's beautiful tree-lined campus is home to an intellectually dynamic, diverse, and supportive community of some 500 staff and faculty and 1,500 students. With an endowment exceeding $700 million, fiercely loyal alumni, exceptional students, and accomplished faculty and staff, Whitman College continues to build on its national reputation for academic excellence ranking as one of the top liberal arts colleges in the country.

Whitman College is building a diverse academic community and especially encourages applications from women, members of historically underrepresented minority groups, persons with disabilities, and others who would bring additional dimensions to the college's learning environment. Whitman College is an EEO employer.


The Access Services Manager is responsible for the management of day-to-day operations within the access and reader services department. These include circulation, print and electronic reserves, stacks maintenance, interlibrary loan and consortial borrowing and lending services. Supervises circulation staff and student workers. Ensures the security of the building, including opening and closing the facility. Actively participates in library-wide planning and policy making in a shared decision-making environment.

  1. Manages, coordinates, and maintains the processes and operations of the Access Services department for the lending and borrowing of all library materials including circulation, interlibrary loan, resource sharing and reserves, resolves escalating routine and non-routine patron issues/requests.
  2. Supervises and coordinates duties and tasks of Circulation Supervisors and daytime student employees. Consults with the Circulation Supervisors regarding student employee absences, performance, etc. Responsible for opening and/or closing the building and for having the desk and exit check-points covered at all times, including evening and weekend hours. Prepares separate schedules for holiday periods and summer vacations.
  3. Participates in the hiring, training, and scheduling of circulation non-exempt staff and student workers; evaluates performance and if necessary, recommends the termination of personnel.
  4. Responsible for billing for lost material; provides for the recovery or replacement of lost materials. Ensures that all borrowers of overdue materials are notified, keeps records of fines owed, and prices lost books for billing. Corresponds with the Business Office regarding fines and book fees.
  5. Prepares and/or oversees the provision of all reserve materials (both print and electronic) and ensures copyright compliance.
  6. Supervises all interlibrary loan and resource sharing processes. Coordinates with Orbis Cascade Alliance Courier Service.
  7. Compiles data required by copyright guidelines for periodical titles/articles obtained through interlibrary loan and reserves and provides regular reports to supervisor for copyright verification through Copyright Clearance Center.
  8. Maintains and supervises the recording and tabulation of departmental statistics, and statistics relating to ILL, resource sharing and all library borrowing and lending activity, using ILLiad, OCLC, and ExLibris systems.
  9. Prepares annual departmental reports and budgets in coordination with supervisor.
  10. In coordination with supervisor, is responsible for implementing policies and procedures for all borrowing and lending activity, and for evaluating and developing new or revised policies and procedures.
  11. Ensures security of the building, working with Campus Security personnel as appropriate; maintains confidentiality of library patron files.
  12. Assists patrons in use of the printers, copiers, and other library-related technologies.
  13. Assures that stacks are maintained in good order with books neatly and accurately shelved and supervises shelf reading.
  14. Configures, uses, and maintains library systems related to Access Services (e.g. Alma, ILLiad, course reserves software), in collaboration with others.
  15. Participates in continuing education programs, including library seminars, workshops, special training sessions, and conferences.
  16. Provides reference and referral services as needed.
  17. Performs other duties as necessary.


Individuals must be able to explain and/or demonstrate that they possess the knowledge, skills and abilities to safely perform the essential functions of the job with or without reasonable accommodation.
  1. Relates positively, cooperatively, and efficiently to Whitman students, faculty and staff and other departments. Must be able to deal with problems while maintaining friendly and cooperative relationships.
  2. Strong oral and written communication skills necessary to interact with other campus departments, individuals, and outside constituencies.
  3. Independent judgment, resourceful decision making and problem-solving skills are mandatory. Must be able to work independently, but recognize when problems should be referred to the supervisor, Library Director, and/or other Library staff.
  4. Must possess the ability to quickly and maturely evaluate and handle unforeseen problems and circumstances which may occur in the Library.
  5. Ability to effectively plan and supervise work of others.
  6. Ability to supervise, train and coordinate schedules for student employees as well as to supervise Access Services staff members; ensures that Circulation Desk is adequately staffed and perform the duties of the student workers in their absence.
  7. Ability to positively and actively contribute to the College's core values of diversity, equity and inclusion.
  8. Possess computer skills including standard office applications, and the ability to learn specialized library software systems.
  9. Possess the ability to use and troubleshoot general office equipment including telephones, printers, scanners, photocopy and fax machines and to be able to demonstrate their use to others.
  10. Demonstrated understanding of library organization, practices and procedures and the ability to understand and accurately interpret library policies.
  11. Possess the ability to prepare, maintain, tabulate, and analyze departmental statistics and to prepare meaningful reports using Excel and other statistical software.
  12. Ability to pay strict attention to detail, accuracy and neatness; ability to determine and follow an efficient, sequential workflow.
  13. Possess time management skills necessary to meet deadlines and set priorities; staying organized and on task in situations that necessitate many interruptions is necessary.
  14. Basic skill in using a library, general understanding of library resources and knowledge of the research process. May assist faculty and students in locating library materials.
  15. Ability to lift and move boxes, books and supplies weighing up to 30 (thirty) pounds; ability to operate book and hand trucks loaded with more than 50 (fifty) pounds); ability to lift objects above the shoulders or over the head, climb up and down ladders or stairs; ability to sit, stand, kneel, squat, or bend for extended periods.
  16. Ability to sit for extended periods of time; ability to perform intensive keyboarding.


Must have 3 years of progressively responsible experience exercising independent judgment in a patron-centered environment including at least 1 year as a supervisor.


A college degree and previous library experience or paraprofessional/library technical training preferred. Conversational proficiency with a second language (preferably Spanish) is useful.


Application review will begin July 12 and continue until the position is filled.


August 2021

For full application instructions and position description, visit

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