Collection Maintenance Supervisor

Position Overview

The Collection Maintenance Supervisor manages the sorting, shelving and general maintenance of the collections housed in Watson Library. The Watson Library stacks contain approximately one million volumes and 50-100,000 volumes are routinely handled by employees each year. The Collection Maintenance Supervisor is responsible for hiring, training, and supervising 3-5 part-time student employees who handle much of the day-to-day sorting, shelving, and maintenance for the Watson Library collections. The position trains service desk staff and student workers to assist with sorting, shelving, and stacks maintenance. Special projects are frequent and can include helping to plan for locally completed shifting of tens of thousands of volumes.

The Collection Maintenance Supervisor reports any unusual environmental conditions or problems to Conservation Services staff. In addition to stack maintenance duties, this position is part of the service desk staff, working 8-10 hours per week at the Watson Service Desk. The employee develops methods and procedures to accomplish their responsibilities based on library policy and procedures, consulting with their supervisor and/or department head, as necessary.

The University of Kansas Libraries support a safe and inclusive environment for all members of our diverse communities at KU. We are committed to building a diverse and pluralistic workforce and strongly encourage applications from diverse candidates. This position will demonstrate a commitment to advancing diversity efforts in the Libraries and contributes to an inclusive environment.

The University of Kansas offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. The University of Kansas also offers employees educational opportunities and is a great place to work!

About Lawrence, KS

The University of Kansas is located in Lawrence, a community of about 95,000. Only 35 miles west of Kansas City and 20 miles east of Topeka, you will never be far from barbecue, jazz, museum culture, and more. Lawrence has a lively downtown and a thriving arts and music scene, and its local government has enacted ordinances supporting equality for all members of its population. Lawrence locals covet the numerous sports and recreational opportunities, local shops, and a wide range of locally-owned restaurants.

Job Description

35% Manage Watson Library Collection Maintenance
  • Oversight of all collection maintenance activities in Watson Library to ensure library users' ability to locate library materials quickly and efficiently. This involves directing the organization of shelving, shelf-reading, shifting, and performing related collection maintenance activities for the nineteen levels of Watson Stacks plus the East Asian, Mixed Media, Video/DVD, and Reference collections.
  • Responsible for routing of circulated items returning to Watson from other KU Libraries locations, items used inside the library without checkout, newly purchased materials, and library materials for which updates to records and/or classification result in the need to place them in another location.
  • Coordinate efforts to address capacity issues due to Watson collections that are shelved over 75% capacity of the space available, to ensure that the collection remains browsable and items findable, as well as maintain space for returned items.
  • Responsible for overseeing collection maintenance work as needed to shift collections due to capacity issues, maintain mixed media and video/DVD collections, and for processing bindery returns for all of the Watson collections.
  • Manage the return of library materials from other campus libraries and shares responsibility for clearing library materials returned to the outside book returns with the rest of the Access Services/Circ Desk staff.
  • Oversee the daily workflow and set appropriate priorities so that books and other library materials are available to patrons as soon as possible in response to call slip requests.
  • Prepares Statistical reports. Record and calculate shelving and shifting statistics.
  • Monitor and report environmentally related conditions or problems to the Preservation/Conservation staff and participate in handling emergency situations and recovery efforts.
  • Serve as a resource person for response to emergency situations; this can include working during evening and weekend hours during such emergencies.
  • Serve as a member of the Annex/Space Planning Group and contribute to the discussion and planning work of the group.
  • Maintain and update library stacks signs to provide adequate directional and finding assistance to library users and staff.
  • Serve as resource person to library users and staff to provide direct assistance in locating library materials; this includes responsibility for being on call for the Watson Service Desk during the scheduled work hours.
  • Coordinate with the supervisor, department head, and/or associate dean, to plan for and implement adjustments in priorities, procedures, and use of space.
  • Responsible for the development of new procedures to enhance efficiency and communicates new procedures to employees as needed.
  • Perform bibliographic searches for extended searches and projects.
  • Serve as the Watson library first line of review for deciding appropriate placement of material for preservation route.
  • Liaison with Conservation staff to route materials for repair or evaluation when library staff has noted damage.
20% Manage Student Assistant Staff And Training
  • Hire, train, schedule, coach, evaluate, and manage 3-5 part-time student assistants.
  • Schedule students as needed within the parameters of the student payroll budget in coordination with supervisor. Maintain and update the student work schedule in the unit’s whentowork account.
  • Review student timesheets, make corrections, and approve payroll in HR/Pay biweekly.
  • Train staff (includes supervised students, Watson Circ Desk student staff, and Watson Circ Desk full-time staff) to be proficient and efficient in completing the sorting, shelving, and filing routines used in the Watson Collections including 19 Watson Stack levels, East Asian, Mixed Media, Video/DVD, and the Reference collections.
  • Train staff in the layout of the work areas, the stacks, the various floors, and the building as a whole, to ensure all books and other materials are accurately shelved in call number or filing order.
  • Train staff to recognize incorrectly shelved items and how to correct any problems discovered.
  • Train staff to conscientiously perform stacks maintenance, general housekeeping, retrieval of strays, shelf-reading, and completion of shifting projects.
  • Update student and supervisor training documentation as needed.
20% Produce And Maintain Voyager System Reports
  • Process the bi-weekly Missing in Transit report for Watson Library collection items by searching and accounting for items that the Voyager library system report to be out of place; update library records and communicate problems to supervisor or Service Policy Coordinator, if necessary.
  • Help maintain quality control by participating in the Libraries' claims returned procedures, wherein the library works to account for items that library users are disputing their status; includes searching and accounting for library items.
  • Handle special Voyager system or manually created circulation related reports as needed, usually by searching and accounting for items, and by updating library records as needed or by communicating with appropriate library staff.
20% Circulation Desk
  • Supervise the Watson Circ Desk 8-10 hours per week. This entails answering policy and procedure questions, collecting payments, making referrals, creating patron records, and directing student staff to complete tasks in support of library user needs and the desk workflow.
5% Other Duties As Assigned
  • Task force, project and committee work related to improving libraries services and libraries strategic objectives.
  • Attending library meetings and training events, attending Circulation Forum, participating in work and planning groups, assisting unit colleagues as needed, and participating in library service activities.

Position Requirements

  1. This position requires working on-site.
  2. Push a book cart weighing up to 300 lbs.
  3. Lift and carry material up to 20 lbs. to specific areas.
  4. Crouch or kneel to move or transfer Library material to specific areas.

Required Qualifications

  1. Bachelor’s degree PLUS three (3) years of library or related experience OR High School diploma PLUS five (5) years of library and related experience.

Preferred Qualifications

  1. Two years’ experience using Windows operating system and Microsoft Office software.
  2. Recent library public service work experience with strong commitment to providing excellent customer service in the library environment.
  3. Demonstrated ability to communicate effectively with a diverse community in a work and/or public service environment.
  4. Experience working as part of a team as well as independently in a continuously changing environment.
  5. Experience with planning, setting priorities, managing workflow effectively, and meeting goals.
  6. Experience working with detailed and complex reports and situations effectively and independently.
  7. Experience supervising and motivating part-time student staff with on-the-job experience in supervising and/or training staff.
  8. Familiarity with library classification systems, particularly Library of Congress classification.
  9. Knowledge of KU Libraries collections and organization.
  10. Work experience in the use of the Voyager Library System circulation module.
  11. Coursework and/or training to use Excel and/or Access

Additional Candidate Instructions

A complete application includes:
  1. Cover letter addressing how you meet the required and preferred qualifications.
  2. Resume/CV.
  3. Contact information for three professional references (including at least one previous or current supervisor).
  4. Completion of the online application.
  • Application review begins Wednesday, June 7, 2023 and continues until a pool of qualified applicants is identified.

Contact Information to Applicants

Tonia Morgan

Advertised Salary Range

Minimum salary $38,000, final determination commensurate with experience

Work Schedule

Monday - Friday, 8am - 5pm

Application Review Begins

Wednesday June 7, 2023

Anticipated Start Date

Monday July 10, 2023

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Posting Information

  • Posting ID:  25303BR
  • Department:  Libraries-General
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  On-Site
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  07-Jun-2023

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