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Library Coordinator and Supervisor

4 months ago

Cambridge, Canada University of Waterloo Full time

Overview

Term: 13 months 

The University of Waterloo Library is the campus's partner in learning, research and innovation. Its two main locations and three satellite spaces act as interdisciplinary hubs, bringing together the knowledge, expertise and resources needed by our diverse campus community. The University was built for change and the Library exemplifies Waterloo’s agility as we continuously transform our approaches to creating, discovering, using, sharing and preserving information. With a commitment to open and equitable access to information, we equip researchers and students with the critical research skills to improve our world as active citizens, creative problem solvers and agile leaders. All of our work is done with a strong commitment to equity, diversity, inclusion and accessibility.

The Library Coordinator & Supervisor (LCS) for the Musagetes Library at the School of Architecture, reports to the Manager, Circulation Services: Lending, with a dotted line reporting to the Head, Porter Information Services & Resources. The LCS coordinates the service desk and onsite operations at the Musagetes Library, completes and supervises circulation projects, and participates in Information Services & Resources (ISR) activities in support of the School of Architecture. The LCS develops and oversees service desk schedules, leads staff training, and supervises the Library Associate, Service Desk and Collections Maintenance. The LCS develops and/or implements circulation processes, workflows, and policies. Building strong relationships, diplomacy and employing excellent communication skills including ability to conduct crucial conversations will be needed across the department and within the campus community. 

Responsibilities

Coordinates service desk and onsite operations

Ensures that the Musagetes library and circulation desk are opened and closed as scheduled including evenings and weekends, and that qualified staff are in place during these times Develops weekly schedules for all staff working at the Musagetes service point, including managing any last-minute adjustments to the schedule, and utilizing and monitoring the casual staff budget as appropriate Develops and/or monitors Circulation, Reserves and Interlibrary-Loan (ILL) processes, projects, workflows, and policies in collaboration with Circulation Managers, making adjustments and improvements as needed to align with the School of Architecture’s needs and priorities Works with Library staff and School of Architecture staff to facilitate and advise on the use and maintenance of Library facilities, including the reporting of issues and monitoring of the Rare Book Room Manages all aspects of patron accounts, including acting on, evaluating and processing Library charges and fines based on policies and procedures

Supervision

Supervises the Library Associate, Service Desk and Collection Maintenance and oversees the hiring, onboarding, and supervision of student staff Hires, coaches, trains, and develops employees to assure growth and development, with input from the Manager and Head of Porter ISR Provides training, adapting and using multiple teaching methods according to the needs of the trainee and acts as a resource for ongoing coaching and troubleshooting Conducts regular performance reviews with direct reports Ensures that the processes associated with hiring student staff are completed accurately and with confidentiality Records and/or approves hours worked by student staff and submits hours to the University’s payroll department on a bi-weekly basis Ensures that student attendance information is tracked accurately and remains on budget Maintains an updated knowledge of the HR payroll system and associated processes

Provision of circulation and information services

Consistently practices a wide variety of client service skills, such as: patience; attentiveness; positive language; willingness to learn; and willingness to problem-solve on behalf of library patrons Provides outstanding circulation and information service at Musagetes’ in-person service desk as part of a small onsite team Provides information services to users by analyzing and interpreting clients’ queries and helping them locate and use library resources. Is alert for, and acts upon, opportunities to engage patrons more fully in the research process by directing them to appropriate experts and resources Provides evening and weekend back-up coverage at Musagetes if/when a need arises, and may be called upon to provide backfill at main campus libraries on occasion Contributes to continuous improvement in the Circulation department and at Musagetes by identifying and raising issues, developing and/or contributing to solutions, and by participating in working groups and committees as the role allows Attends main campus Circulation meetings to maintain expert knowledge of circulation policies and protocols and shares back information with Musagetes staff Liases with main campus library staff to ensure consistency in service desk training and maintain best practices in service provision Supports and advances the Library’s strategic directions to further the library’s contribution to the School’s and University’s strategic priorities

Collection maintenance

Works with the Liaison Librarian for Architecture, the Head of Porter ISR, and Circulation Managers to develop and implement collection maintenance projects and procedures Performs and provides oversight for collection maintenance work, including processing new acquisitions, searching for missing items, developing inventory procedures, gathering and analyzing data, generating reports, and preparing materials for binding

Support for ISR functions and activities

Contributes to ISR activities and special initiatives in support of the School, under the direction of the Head of Porter ISR and in collaboration with Musagetes and School staff Performs backup duties for the Library Associate, Information Services & Resources, including library tours and assisting with the creation of instruction materials Maintains basic geospatial information systems (GIS) knowledge to assist with patron requests

Qualifications

Undergraduate degree or equivalent education and experience Experience in library operations, specifically circulation services and circulation systems Supervisory experience of permanent staff with proven experience in mentoring, coaching and performance assessment Significant experience in providing and training/coaching for excellence in customer service Experience in scheduling and creative problem solving related to staffing Proven excellent communication skills, both oral and written, and commitment to fostering positive working relationships & building partnerships Excellent customer service skills with demonstrated tact and diplomacy and a strong commitment to the promotion of positive public relations amongst library users and staff Proven ability to work effectively in a service-oriented environment, which values collaboration and collegiality, and to interact with all staff in a respectful and sensitive manner Proven self-starter with demonstrated commitment to innovation, creativity, and excellence Ability to independently, as well as collaboratively, identify, plan, coordinate, and implement new services, resources, and work methods Well-developed organization and problem-solving skills Proven aptitude to learn new software applications, independently and with support Intermediate skills in Microsoft Office suite