Employment opportunities

Position description

Position title: Circulation Manager

Reports to: Dean of the Library

Position summary:

The O’Grady Library’s Circulation Manager oversees circulation, reserves, interlibrary loan (both traditional ILL and Summit), and library student employment. Responsibilities include coordinating and participating in day-to-day circulation operations; defining, documenting, and implementing procedures, policies, and goals for the unit; assessing circulation activities; developing and maintaining expertise in the library systems critical to circulation, reserves, and resource sharing; supervising and training circulation staff and students; and coordinating student employment for the library as a whole. As a member of the Orbis Cascade Alliance, Saint Martin’s University participates in Summit resource sharing and other Alliance programs, and the Circulation Manager will actively collaborate with colleagues across the Alliance.

Mission and strategic plan

The position supports the academic success of Saint Martin’s students, which is central to the University’s mission. This position oversees a core function of the library—the borrowing and lending of academic resources. It is also responsible, in collaboration with reference and other staff, for coordinating the opening, closing, and staffing the building and seeing that students have a hospitable, safe, and productive environment to study and learn. The circulation manager plays a leading role in providing main campus and Extended Learning students with access to the academic resources they need to develop “the ability to communicate and pursue ideas” and to expand their critical thinking skills. The position also assists faculty in obtaining the books and other information resources they need to develop their courses and pursue scholarly research.

Level of supervision and supervisory responsibility

General Supervision: The employee carries out recurring assignments without specific instruction. The supervisor intercedes and provides direction for only new or unusual problems which involve deviations from normal policies, procedures and work methods. The employee’s work is reviewed upon completion and only periodically to verify compliance with policies and procedures.

Responsibilities and Essential Functions

Circulation Management

  • Manages the Circulation unit in compliance with organizational rules, policies and procedures. Coordinates all operations and services of the unit, including circulation, interlibrary loan (Summit, document delivery, and traditional ILL), reserves, stack maintenance, collection inventory, building opening and closing procedures, overdues and billing, staff supervision, and special projects.
  • Functions as the library’s liaison with the university’s public safety department on routine building patrols and closing procedures.
  • Manages and maintains the local circulation and reserve (fulfillment) configuration of the integrated library system (currently Ex Libris Alma). Trains staff on the use of the client, maintains documentation of local procedures and configurations, and ensures effective integration of the system in unit workflow and planning. In consultation with Technical Services and the dean, coordinates the development of codes and record standards to ensure the effective use of the system for managing the collection and generating management reports.
  • Formulates and implements unit procedures and goals. Works collaboratively with the dean, librarians and staff in other units to formulate library policies, long term goals, and standards and to coordinate priorities.
  • Develops standards and best practices for providing quality customer service, and trains and evaluates circulation staff in these practices.
  • Organizes, conducts, and facilitates routine unit staff meetings.
  • Prepares detailed statistical reports of unit operations needed for library planning and decision-making or for inclusion in reports to local and national library organizations and assessment bodies. These include circulation, interlibrary loan, reserves, Summit, building use, student employment and other operational reports.
  • Provides direct patron service and mediates complex patron transactions and complaints.
  • Prepares budget forecast for the unit. Coordinates financial transactions, cash register balancing and library deposits.

Interlibrary Loan

  • Coordinates interlibrary loan services, both traditional ILL and Summit. Takes a hands-on role in processing requests, as necessary.
  • Manages and maintains the local configuration for the system used for traditional interlibrary loan functions (currently ILLiad). Performs data upkeep including adding, deleting, and updating patron records and interlibrary loan transactions. Trains staff on the ILLiad client use, maintains documentation of local procedures and configurations, and ensures effective integration of the system in unit workflow and planning.
  • Prepares and submits copyright permission payments as needed.
  • Manages and maintains the local configuration for the system used for Summit (currently OCLC Navigator). Keeps current with Alliance procedures, policies and best practices, and trains staff on these. Maintains documentation of local procedures and configurations.
  • May represent the library on Orbis Cascade Alliance teams or working groups related to resource sharing by attending meetings, monitoring communications, and sharing updates with library staff as appropriate. Prepares and submits annual account reconciliation report and invoice.

Staff management

  • Supervises staff assigned to the unit, providing training, setting schedules, monitoring work, and performing formal evaluations as expected by the university.
  • Hires and oversees circulation student workers, providing training, setting schedules, monitoring work, and evaluating performance.
  • Coordinates federal work study and student labor employment for the entire library. Coordinates the library’s student hiring process, which includes posting positions, reviewing applications, coordinating interviews, confirming work-study eligibility, and representing the library at new student orientations and events. Collaborates with other library units to develop student employment policies and procedures, position descriptions, and student worker staffing requests. Conducts library-wide student worker orientation and training workshops.
  • Functions as the library’s liaison with the university’s financial aid and human resource departments on student employment issues.

Other

  • Participates in library planning, goal-setting and policy development. Serves on library, university, and consortia committees.
  • Collaborates with colleagues in the Orbis Cascade Alliance and other consortia to support resource sharing, information sharing and professional development.
  • Attends local, regional, or national meetings, workshops, and conferences to update skills, learn new technologies, and enhance knowledge and understanding of developments in circulation, interlibrary loan, and student employment.
  • Participates in the university’s emergency response plan.
  • Other projects as assigned.

Minimum Qualifications

  • Bachelor's degree from an accredited college or university.
  • Two years’ progressively responsible circulation and/or interlibrary loan experience, preferably in an academic library.
  • Prefer supervisory experience.
  • Successfully pass a criminal background check.
  • Must be supportive of the Catholic Benedictine philosophy of education.

Competencies

Knowledge of:

  • Understands the University’s mission and the relevance of the library and Circulation services to this mission.
  • Develops and maintains expertise in circulation and interlibrary loan practices, policies, and procedures.
  • Develops expertise in using circulation, interlibrary loan, and related library systems (currently Ex Libris Alma, ILLiad, and OCLC Navigator) and ability to effective train others in their use.
  • Effectively trains, supervises, and evaluates circulation staff, assigning and directing their work, establishing performance standards, and providing opportunities for skill development.
  • Effectively trains, supervises, and evaluates student employees, assigning and directing their work and establishing performance standards.
  • Delivers exemplary patron service to library users by resolving problems effectively, assisting library staff in the interpretation of unit policies, and treating patrons in a professional and welcoming manner.
  • Works cooperatively and effectively with all library units and other university departments to ensure excellent patron service.
  • Communicates effectively, both verbally and in writing, and with a variety of audiences and individuals from diverse backgrounds.
  • Demonstrates a strong ability to plan, organize workflow, prioritize tasks, document procedures, and meet internally and externally imposed deadlines.
  • Analyzes complex data effectively and efficiently, prepares well-supported reports and recommendations, and prepares accurate budget requests.
  • Capacity and willingness to learn new software and other technologies.
  • Attention to detail.
  • Solves complex problems using intelligence, creativity, common sense, collaboration, and persistence.
  • Manages multiple projects and responsibilities effectively.
  • Adapts readily to changing needs, conditions and work responsibilities.
  • Accepts personal responsibility for the quality and timeliness of his or her work and can be relied upon to achieve results with little need for oversight.
  • Builds and maintains student, faculty, and staff satisfaction with the resources and services offered by the library and University.
  • Develops constructive working relationships characterized by respect, cooperation, collaboration and communication.
  • Understands the University’s mission and organizational structure; uses this knowledge to inform decisions and identify actions that support organizational goals.
  • Must be supportive of a Catholic, Benedictine philosophy of education.
  • Understands the University’s mission and the relevance of the library and Circulation services to this mission.
  • Develops and maintains expertise in circulation and interlibrary loan practices, policies, and procedures.
  • Develops expertise in using circulation, interlibrary loan, and related library systems (currently Ex Libris Alma, ILLiad, and OCLC Navigator) and ability to effective train others in their use.
  • Effectively trains, supervises, and evaluates circulation staff, assigning and directing their work, establishing performance standards, and providing opportunities for skill development.
  • Effectively trains, supervises, and evaluates student employees, assigning and directing their work and establishing performance standards.
  • Delivers exemplary patron service to library users by resolving problems effectively, assisting library staff in the interpretation of unit policies, and treating patrons in a professional and welcoming manner.
  • Works cooperatively and effectively with all library units and other university departments to ensure excellent patron service.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Moves objects (less than 20 pounds) long distances (more than 20 feet).
  • Ability to be mobile campus wide for appropriate business needs.
  • Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
  • Reading, writing, speaking, hearing, standing, bending, sitting.
  • Learning and comprehending.
  • Requires visual concentration on detail.
  • Manual dexterity and precision required for keyboarding.
  • Must be able to sit for long periods at a time at a computer.
  • May occasionally be required to deal with distraught people.
  • Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
  • Must be able to communicate effectively with people at all levels under stressful conditions.

The principles of the Catholic Benedictine tradition, equal employment opportunity, and nondiscrimination are fundamental to the mission, goals, and objectives of Saint Martin’s University. The University does not discriminate in employment or in the delivery or administration of its educational programs, policies, scholarship and loan programs, athletic or other University programs on the basis of sex, sexual orientation, race, color, religion (except as a bona fide occupational qualification for certain select positions), marital status, national or ethnic origin, military or veteran status, age, or disability.

Students or employees with concerns or complaints about discrimination on the basis of sex in employment or an education program or activity, or any other inquiries related to the University's non-discrimination policy, may contact the following individual:

Cynthia Johnson
Director of Human Resources/Title IX Coordinator
5000 Abbey Way SE, Lacey WA 98503
360-491-4700
CJohnson@stmartin.edu

Consistent with the requirements of Title IX of the Education Amendments of 1972 and the regulations adopted under that law, the University has designated the above individual as the University's Title IX Officer, responsible for coordinating the University's Title IX compliance. Individuals may also contact the Office for Civil Rights, U.S. Department of Education, 915 2nd Avenue, Room 3310 Seattle, WA 98174-1099, Telephone: (206) 220-7900, TDD: (206) 220-7907.