Library Specialist III, Daytime Workflow and Student Supervisor, Stanford University Green Library, Stanford, CA

Access Services - Daytime Workflow and Student Supervisor
Job ID 23391
Salary 3P1
Category: University Libraries
Category: Library

POSITION:
Library Specialist III, Daytime Workflow and Student Supervisor, Loan and Course Reserves Unit, Access Services Department

SCHEDULE:
Regular Schedule: Mon-Fri. 8:00am-5:00pm. May work occasional evening or weekend shift, as needed

DESCRIPTION:
Under the general direction of the Head of Loan and Course Reserves, the Daytime Workflow and Student Supervisor provides oversight of specific operations in the Green Library Loan and Course Reserves Unit, including, but not limited to, the following responsibilities:

DUTIES:
Administrative (50%):

Performs a variety of administrative functions in the dept., using excellent clerical, analytical and organizational skills:

Scheduling: Oversees daily work schedule for department employees. Additionally, coordinates and tracks special schedules throughout the academic year.

Desk schedule – generates electronic daily schedule for 17 F/T staff and approx. 110 hours of student assistants per week.

Adjusts schedules accordingly and reassigns new desk hours, as needed.

Extended hours planning and scheduling – makes recommendations to Assistant Head of Access Services and Head of Loan and Course Reserves concerning extended hours planning. Set schedules and signs up staff and student volunteers for the quarterly Extended Hours finals period. Assures adequate desk coverage, equitable division of overtime, while meeting the needs of department staffing during normal hours.

Holiday planning and scheduling – participates in the planning of the Holiday work schedule annually.

Creates tracking methods for Holiday planning and monitors modifications made by department managers.

Vacation scheduling – develops and maintains annual master vacation calendar for all staff. Assures department staffing needs are met before recommending approvals for vacations. Works closely with department managers to ensure accuracy of schedule.

Customer service training coordinator – establishes group customer service training for division staff on a regular basis. Facilitates individual customer service training for those unable to attend group training.

Staff development training – coordinates with staff and their managers to assure that staff members complete required development training.

Access Services sponsored Meetings: Creates and delivers meeting announcements and agendas in a timely manner. Arranges for rooms and refreshments as needed. Prepares department meeting minutes and distributes minutes to staff.

Archiving and Filing: Maintains archives of department meeting minutes, ensuring proper access to appropriate participants and managers. Completes filing requests by the Head and Assistant Head of Access Services, observing strict expectations regarding confidentiality.

Paper Form and Signage Preparation: Administers department paper form preparation and distribution. Actively identifies department signage needs and interfaces with appropriate signage vendors inside and outside of Stanford University Libraries for sign creation.

Public Service (50%)

Supervision: Oversees Loan and Course Reserves student assistants. Performing tasks which fall under the general responsibilities of this position: Hires, trains, and supervises student assistants; Manages annual job fair to recruit new assistants; Trains new students in group sessions to maximize efficiency. Tracks student assistant budget for unit, makes suggestions for the allocation of hours for maximum unit support, organizes quarterly student work schedule, creates and maintains all student training guides and a student handbook outlining expectations and policies for student assistants, completes initial training sessions with student assistants and consults with other desk supervisors about individual training needs, consults with Library HR Dept. and supervisor when appropriate.

Supervises F/T Loan staff: Hires, trains, supervises, and evaluates F/T Loan Technical Processor staff: Consults with Library HR Dept, Employee Relations, and supervisor when appropriate. Additionally, serves as one of the rotating department managers for the Loan department. Works an average of 17 hours per week at the public service desk as supervisor on duty. May work occasional weekend shift to provide coverage; monitors workflow to ensure that productivity levels are maintained.

Supervisor desk duties include:

• Uses sound judgment to identify and handle non-routine circulation issues, including fine arbitration.
• Handles emergencies, alarms and incident reports according to established guidelines.
• Determines circulation status of materials by searching item records in library database.
• Reviews and interprets patron records.

Workflow Management:
Controls a variety of continuing department tasks, assuring they run smoothly and are completed on time.

Department tasks include:

Building Opening (Monday through Friday) – ensures building is open properly at 8:00am and all department service points are staffed properly.

Communicates with Stacks Department staff and managers to see that book-drops are emptied in a timely manner and that the after-hours reserves book-drop is secured.

Charging – tracks material dissemination at the desk, looks for ways to improve process, and updates student assistants on special charging circumstances.

Discharging – oversees student assistant discharging and verification of returned library materials. Assures trucks are organized and completed accurately in the order received. Manages physical placement of trucks within the department. Makes sure workflow proceeds smoothly, fixing bottlenecks as they occur.

Searching – coordinates and supervises searches for missing materials. Assures workflow and accuracy is maintained. Updates written procedures as necessary.

Claims Returned Searching – coordinates and supervises searches for materials thought to have been returned by library patrons. Acts as a liaison between staff and patrons regarding fines, refunds, etc.

Provides backup support in the absence of the LSIII Daytime Reserves Supervisor on the following:

Daily Form, Notice and Report distribution – controls the daily distribution of forms, printed patron notices and department circulation reports to processing staff.

Paging from auxiliary facilities – assures that daily pages from all three auxiliaries branches (SAL 1&2, SAL-Newark and SAL3) are completed in a timely manner. Coordinates special requests and problems with pages through the applicable auxiliary branch operations manager.

Reserves Processing – directs daily reserve processing such as online Control Record building, pulling materials from the stacks, and the physical re-marking of Reserves materials.

Service Desk Duties:

Provides general public service at any of 3 service points in a backup capacity. Duties include:

Staffs loan desk and two entry portals as needed. Confirms borrowing status of patrons. Charges, discharges and renews library materials online. Determines circulation status of materials by searching item records in library database. Other duties as assigned.

QUALIFICATIONS:
Required:

This position requires demonstrated skills in the following areas:

• Demonstrated experience supervising, hiring, scheduling, and training staff.
• Strong verbal communication skills and business writing skills.
• Ability to perform detailed work with accuracy.
• Analytical/problem-solving abilities, including the ability to apply a wide knowledge base of policies to evaluate and generate solutions not documented in procedures.
• Experience in using judgment and initiative to analyze and recommend new procedures and identify tasks.
• Aptitude to evaluate/prioritize incoming work, so that important and time sensitive work is handled promptly and schedules/deadlines are met.
• Ability to balance competing duties, and work effectively to handle multiple tasks with frequent interruptions, while maintaining a high level of productivity and follow through.
• Experience supervising a diverse student assistant population in a dynamic environment.
• Public service experience and commitment to providing excellent public service.
• Willingness to work as a team member.
• High level of proficiency using PC-based applications (Windows, word processing, spreadsheets) and other computer applications (email and internet).
• Knowledge of bibliographic and library skills and ability to keyboard for extended periods of time.

Preferred:

• Successful experience in an academic/research library.
• Knowledge and skills required for this position can be gained through the equivalent of four or more years of library or related experience.