Manager, Leatherby Libraries

Posting Details

Position Information

Position Title

Manager, Leatherby Libraries

Position Type

Administrator

Job Number

SA3452122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

07/22/2022

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 library spaces.

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.

Responsibilities

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 Council.
• Oversees, reconciles, and provides expenditure approvals for highly sensitive and confidential donor-related endowments and gifts accounts, analyzing restricted fund guidelines and confidential documentation.
• 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 services.
• 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 services.

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 scheduling.
• Establishes and maintains library administration records and documents, including organizational and committee charts.
• Performs other duties as assigned.

Required Qualifications

• 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 deadlines.
• 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 recommendations.
• Ability to use standard office equipment, including copier, fax and calculator.
• Arithmetic calculation skills to perform basic financial calculations and basic accounting skills to monitor budgets and expenses
• 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 applications.
• 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 calls.
• 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.

Desired Qualifications

• Working knowledge of higher education operations, processes, and culture.
• 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.

Special Instructions to Applicants

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

Pre-screening Questions

Required fields are indicated with an asterisk (*).

1. * Do you have experience with managing budgets, including processing of payments and tracking expenditures?
   • Yes
   • No
2. * Have you supported an executive level position in an academic or corporate setting (e.g., dean, library director, executive in another industry, etc.)?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1