Supervisor, Serials Operations - University of Chicago

The Serials Operations Supervisor is responsible for overseeing and coordinating the ordering, receiving, and processing of serial and multi-part monograph publications in all physical formats and languages except Chinese, Japanese, and Korean. Working closely with the Unit Head, the Supervisor leads and manages a team of (4) FTE Operations Specialists in a hybrid work environment. As a lead member in the Unit, the Supervisor collaborates with other lead members and contributes to the overall management of the physical serial collection and of all the metadata used to represent that collection. A key responsibility in that capacity is monitoring and scheduling the preparation of currently received unbound serial and periodical publications for binding and assuring that the associated data is up-to-date, clear, and accurate. The Supervisor shares the responsibility of identifying and proposing potential data improvement or integrity projects and incorporates these into the work assignments of the Serials Operations Specialists. The Supervisor consults and collaborates with supervisory staff across the Technical Services Department and other Departments of the Library as warranted. The Supervisor shares their experience and knowledge with all staff, encourages Unit staff to do the same, and at times may be called upon to contribute their unique and specialized skills to efforts external to the Unit in support of a greater departmental need. The position supervises and monitors a team of support staff responsible for coordinating library services within one or more library functional and/or subject-specific areas. Also, monitors the planning and processing of library collections.

Responsibilities

• Responsible for all management duties, including hiring, training, and performance management for four (4) full-time clerical positions.
• Directs, distributes, and oversees work assignments, adjusting these assignments and/or workflows in order to ensure Unit, Departmental and Library objectives are being met.
• Creates and delivers the training essential to performing serial orders and receiving tasks, this includes training addressing the use of online systems, databases, and tools, as well as the implementation of local policies and procedures.
• Maintains online procedures and training documentation, revising documentation as needed and communicating changes to staff.
• Monitors staff performance ensuring assignments are being completed in a timely manner, according to established policies and procedures, and that the expected levels of quality control are being carried out; keeps Section Head informed of any issues concerning operations and/or staff performance.
• Evaluates and documents staff performance in preparation for a formal annual written review and the setting of goals for the upcoming year; when appropriate, implements disciplinary action (up to and including termination) in consultation with the Head of Serials Management Services and Library Human Resources.
• Works collaboratively with staff to address the more challenging issues associated with the ordering and/or the recording and processing of continuing resources materials, ensures Selectors are informed of responses to claims that require a follow-up decision, changes in the availability and cost of materials, problems with orders or receipts and other related matters; assumes responsibility for non-routine and high-priority requests, including the development of workflows as needed.
• Maintains an open and ongoing dialog with other supervisors and managers in Collection Support, Technical Services, Preservation, and Collection Management with regards to workflow, changes in procedures, staff assignments, and/or any issues that arise, communicating any activities or changes occurring outside of the Unit that may impact the Serials Unit's operations and processes.
• Attends meetings, training sessions, or other library functions, and participates actively in discussions related to long-term distribution of duties and workflows.
• Coordinates budgeting, expenses, planning, and procedural changes for library initiatives.
• Supervises the building and expansion of library collections, consults in a specialty field, and plans one or more primary library programs.
• Performs other related work as needed.

Preferred Qualifications

Education:

Bachelor's degree.

Experience:

• Minimum of five (5) years of related library or industry experience.
• Supervisory experience, including hiring, training, evaluating, and directing workflows.
• Experience working with serial publications and the data associated with the management of these types of resources in an academic library setting.

Preferred Competencies

• Demonstrated sound judgment and effective decision-making skills.
• Critical thinking and analytical skills with a demonstrated ability to address a wide range of complex serial-related problems.
• Excellent organizational skills and the ability to manage complex tasks and projects.
• Ability to communicate clearly and concisely both verbally and in written documents.
• Ability to direct and instruct others in both new and established routines and procedures.
• Excellent interpersonal skills and the ability to interact with clarity, tact and courtesy with Library staff, vendors, and others.
• Ability to multitask and handle frequent interruptions.
• Ability to work independently, sustain close attention to detail over long stretches of time, interpret and explain complex instructions, act in accordance with departmental priorities, and exercise discretion in the execution of all duties.
• Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology.

Working Conditions

• Ability to bend, crouch, or stoop.
• Ability to push/pull loaded book carts.
• Ability to carry or lift loads of up to 49 lbs.
• Ability to sit for 4 hours or more and use computers extensively for 4 hours or more.
• Ability to see, including color, depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
• Ability to operate equipment necessary to perform a job.
• Ability to Use Standard Workstation Equipment.
• Ability to Use Standard Office Equipment.
• Capacity to manage and work in a hybrid work environment.
• Ability to adapt to the changing needs and priorities of the Department.

Application Documents

• Resume (required)
• Cover Letter (preferred)
• Reference List (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

To Apply

To apply for this position, external candidates must submit their profile and any other required materials through https://uchicago.wd5.myworkdayjobs.com/External. Internal candidates must apply by logging into Workday using their CNet ID and password; for more information, please see How to Apply for a UChicago Job (Current Employee) QRG. Resumes sent via mail, fax, or email will not be considered. For more information, please see https://www.uchicago.edu/jobs/.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should contact University Shared Services via the Applicant Inquiry Form or 773-702-5800.

Requisition Number: JR21491
Division / Dept. / Unit: Library C&A/E-Resources/Technical Services
Reports to: Head, Serials Management Services
Work Schedule: 37.5 hours per week