Manager, Leatherby Libraries
Full or Part Time
Position Summary Information
Job Description Summary
This position reports to the Dean of the Leatherby Libraries and
operates at the highest level of confidentiality in budgetary,
financial, and human resources matters.
Duties include but not limited to: Human Resources support to the
Associate Dean, including confidential compensation matters; direct
handling of expenditures and payment processing, and budget
reconciliation for the library’s operations budget and special
library budget/accounts associated with endowments/gifts; and
project management support to library building enhancements which
may include study rooms, and current and future planning for
This position performs and develops own procedures for day-to-day
administrative, financial, and operational duties in the Leatherby
Libraries. Serves as central information resource and advises staff
on policy and procedure changes to ensure compliance. Demonstrates
leadership skills to oversee, train and mentor support staff and
student employees. Provides administrative support for the Dean,
Associate Dean, librarians and staff.
This position contributes to library strategic planning and goals
and maintains the library administration hub as the centralized
service point for the library’s divisions and departments with a
workforce of over 40 employees. Additionally, this position builds
positive relationships inside and outside the library and handles
the facilitation of inquiries and requests from the Chapman
community and the public, using independent decision-making,
discretion, and the ability to successfully bring numerous, complex
matters and issues to a close.
Administers day-to-day departmental administrative, operational and
financial functions, including:
- Manages the library operational plans and staff
responsibilities to meet planned objectives.
- Oversees the performance evaluation process for the library
workforce of over 40 employees, in consultation with the Associate
Dean and the Dean; reviews library performance evaluation
instruments and incorporates improvements.
- Conducts research, gathers and interprets data using charts,
graphs, and narrative reports to develop projections and describe
emerging trends in academic libraries in support of the library of
the future strategic-planning and yearly library goals.
- Provides guidance and decisions on interpretations of library
policies and inquiries from faculty, students, library staff, and
the public, ensuring compliance with university policies, risk
management, and other library safety protocols. Answers questions
related to library policies from stakeholders.
- Oversees, reconciles, and provides expenditure approvals for
the library operations budget as a member of the Budget Planning
- Oversees, reconciles, and provides expenditure approvals for
highly sensitive and confidential donor-related endowments and
gifts accounts, analyzing restricted fund guidelines and
- Acts as project manager for assigned library areas, scheduled
upgrades to the library facility and building, including
investigating and proposing technology and design improvements to
study rooms; and multi-year library of the future enhancements to
the first floor to support expanded library research and data
- Oversees and manages the hiring to termination process of
student employees for library supervisors; approves student hours
and reviews and provides approvals for non-workstudy requests.
- Reviews and approves all requests for the use of the library as
an event space for campus constituents; oversees and directs
large-scale library events, sponsored or co-hosted with academic
departments, faculty, and student groups.
- Reviews, revises, and maintains the emergency preparedness
process and manual for the library, including considerations for
employee safety and preservation of library collections and other
assets; assigns library floor wardens and conducts training and
drills with employees, in collaboration with the chair of access
Serves as central information resource within the library, with
other offices and campus departments, and the general public:
- Works closely with various office and campus constituents to
research information and take necessary actions to address concerns
and resolve problems, independently.
- Examines workflow and internal controls and provides
recommendations on improving efficiency. Establishes departmental
procedures and communication guidelines.
- Conducts one-on-one training and workshops for staff on policy
and procedure changes or other library administrative matters.
- Ensures appropriate meeting room and library event
- Establishes and maintains library administration records and
documents, including organizational and committee charts.
- Performs other duties as assigned.
- Bachelor’s degree or equivalent education and experience.
- A minimum of 3 years related experience in providing day-to-day
administrative, operational and financial support to management
staff, preferably in an academic library or department.
- Ability to use sound judgment, tact, and diplomacy and to
maintain confidentiality at all times.
- Leadership skills to supervise, train, and prioritize workflow
for library administration.
- Ability to conduct research, gather and interpret data using
charts, graphs, and narrative reports to describe emerging trends
in academic libraries.
- Possess skills in the area of office and project management.
Must have the ability to organize multiple and complex tasks and
work on multiple projects simultaneously, under conditions of
pressure and competing interests, achieving goals and
- Supervisory skills to oversee, train, motivate and mentor
support staff and student employees.
- Demonstrated ability to work independently and evaluate data,
access alternatives, and formulate logical and sound
- Ability to use standard office equipment, including copier, fax
- Arithmetic calculation skills to perform basic financial
calculations and basic accounting skills to monitor budgets and
- Strong computer skills at an advanced level in the use of word
processing, spreadsheet, presentation, database, internet and
electronic mail software, preferably of Microsoft Office Suite
- Technical ability to learn and use enterprise software for
financial tracking, and other job-related software.
- Strong communication and interpersonal skills with the ability
to interact with diverse individuals and groups at all
organizational levels, both within and outside the University.
- Excellent customer service skills with telephone etiquette
skills and extensive experience in prioritizing and directing
- Strong written communication skills with the ability to
prepare, proofread and edit clear, concise and grammatically
correct business correspondence and other documents.
- Ability to work a flexible schedule based on department needs,
including early morning, late evening, and weekend events.
Special Instructions to Applicants
- Working knowledge of higher education operations, processes,
- Aptitude to understand and consistently ensure compliance with
university policies, including FERPA and data privacy and security
regulations, and as it pertains to academic libraries.
The offer of employment is contingent upon satisfactory completion
and outcomes of a criminal background screening and returning to
the Office of Human Resources a signed original acceptance of the
Chapman University Agreement to Arbitrate.
Applicants for Staff and Administrator positions must be currently
authorized to work in the United States on a full-time basis.
Chapman University does not sponsor applicants for Staff and
Administrator positions for work visas.
Minimum Number of References
Maximum Number of References
Required fields are indicated with an asterisk (*).
- * Do you have experience with managing budgets, including
processing of payments and tracking expenditures?
- * Have you supported an executive level position in an academic
or corporate setting (e.g., dean, library director, executive in
another industry, etc.)?
- Cover Letter
- Letter of Recommendation 1