Library - Support and Services Manager

The Library Operations Manager plays a pivotal role in overseeing the daily operations, logistics, and administrative functions of the Library Management Office. This position serves as a key liaison between the library, county officials, vendors, and other stakeholders, ensuring effective communication and collaboration.  

The Library Operations Manager manages a team of staff who assist with the client contract, train staff, and develop procedures to maintain operational excellence. In addition to supervising couriers and handling staff-related processes, including hiring, terminations, and training, the role involves incident tracking, enforcing library bans, and organizing staff events. The manager is also the primary point of contact for facilities, janitorial, security, pest control, and alarm-related issues, ensuring the library’s environment is safe and welcoming. 

Responsibilities include preparing monthly and annual reports, overseeing system-wide orders, and maintaining files and calendar databases. The manager also acts as an accounting advisor, ensuring budget alignment and financial accountability. Through strategic leadership and attention to detail, the Library Operations Manager supports the library’s mission to provide exceptional services to the community. 

PRIMARY RESPONSIBILITIES

Library Liaison 

• Serve as the primary contact between the library and external partners, ensuring precise and consistent communication. 

County Liaison 

• Act as the point of contact with county officials and departments, addressing library-related matters. 

Email Communication Support 

• Draft and send email communications to staff, stakeholders, and patrons as directed by management. 

Client Contracts and Reporting 

• Negotiate, draft, and oversee contracts with clients or vendors, ensuring compliance and mutual benefit. 

Annual & Monthly Reports/Stats 

• Compile, analyze, and present data to track performance metrics, library usage, and operational efficiency. 

Staff Support and Development  

• Develop and deliver training programs to ensure staff are equipped with the knowledge and skills required for their roles. 

New Hires and Terminations 

• Oversee recruitment, onboarding, and offboarding processes, maintaining compliance with HR policies. 

Organizing Staff Day and Events 

• Plan and coordinate staff appreciation days, training sessions, and team-building events. 

Supervise Couriers 

• Manage courier staff to ensure timely and efficient material transportation between branches. 

Procedures and Incident Management 

• Develop, update, and implement library operational procedures to enhance efficiency and service delivery. 

Library Incident Tracking/Bans 

• Monitor and document incidents in the library, implementing bans or restrictions as necessary for safety and order. 

Facilities and Maintenance Coordination 

• Serve as the primary contact for facilities-related concerns, submitting and tracking maintenance tickets. 

Janitorial Tickets 

• Coordinate janitorial services, ensuring cleanliness and hygiene across library locations. 

Security Tickets/Issues 

• Address security concerns, liaise with security personnel, and resolve issues promptly. 

Extermination/Issues 

• Manage pest control efforts, scheduling extermination services when needed. 

Alarm Company 

• Coordinate with the alarm company to ensure the proper functioning of security systems and respond to alarms as required. 

Financial and Accounting Support 

• Budget and Accounting (In partnership with the Corporate Office Accounting and Finance teams) 
• Provide guidance on financial matters, including budget tracking, expense approvals, and vendor payments. 

System-Wide Orders and Organization 

• Oversee the purchasing and distributing of materials, supplies, and equipment for all branches. 

Files and Calendar Databases 

• Maintain organized filing systems and calendar databases to ensure smooth scheduling and accessibility of records. 

• Associate or Bachelor's Degree is preferred but not required.   
• 3+ years of previous Operations Management required.  
• 5+ years supervising and managing an operations team required.  
• Strong organizational and multitasking abilities. 
• Effective communication and interpersonal skills. 
• Experience in facilities management and staff training. 
• Knowledge of budget management, accounting principles, and contract management. 
• Familiarity with incident tracking and conflict resolution. 
• Competence in database management and office software tools.