Manager, Library Operations, University of South Florida St. Petersburg.

Manager, Library Operations, Collection Development & Technical Services Department, Nelson Poynter Memorial Library, University of South Florida St. Petersburg.

The University of South Florida St. Petersburg (USFSP) is a separately accredited institution and a member of the University of South Florida System. USFSP serves approximately 6,000 students and is located on the beautiful waterfront of St. Petersburg. It offers undergraduate and graduate programs in the Colleges of Business, Education, and Arts & Sciences. This position manages the daily operation of the Collections and Technical Services department, including oversight of ordering, purchasing, licensing, receiving, invoicing, cataloging and processing of books, audio-visual materials, software, periodicals and serials. Supervises a team of paraprofessional library employees and student assistants, including training, and the development and evaluation of training materials and resources. Using the departmental P-card, purchases materials from appropriate vendors and maintains accurate records of purchases in compliance with USF and State of Florida requirements.

RESPONSIBILITIES: In consultation with the Collection/Technical services Librarian, managing a team of paraprofessional library employees in the daily operation of the Collections/Technical Services Department, including training, supervising, and the development and evaluation of training materials and resources. Documenting and training staff in procedures and maintaining appropriate workflows. Assigning work to be performed by departmental staff, monitoring both quality and quantity. Designing forms, checklists and procedures, revising as necessary.  Work with paraprofessional staff to train and develop skills in copy cataloging processes, procedures and workflows. Oversee work of other staff in adding holdings to shared bibliographic records. Catalog materials in all formats, using AACR2, LCRIs, LCSH, LC classification, Dewey classification, and USMARC standards. Develop and maintain appropriate records for serials, continuations and microforms through the library management system (LMS), in automated form and in paper format where required. Oversee management and maintenance of periodicals, establishing and maintaining an efficient workflow relative to serials acquisition and cataloging. Conduct extensive bibliographic researches and oversee placement of orders for periodical subscriptions, back files, missing issues, and microforms. Manage the verification of periodical renewals and invoices for payment by matching bibliographic record location, source, format, subscriptions and cost as noted in the LMS to that on the invoice in hand. Create new standing orders as required. Oversee claiming and/or reviewing of delinquent subscription orders. Analyze problem subscriptions and subscription orders. Review and approve recommended action for resolution of less complex problems handled by other staff. Maintain problem files for serial invoices and orders. Follows up on problems as necessary. Collaborates with the CD Librarian and Librarian liaisons on matters pertaining to the serials collection (selection, assessment, etc.). Using the departmental P-card, purchases materials from appropriate vendors and maintains accurate and time-sensitive records of purchases in compliance with USF and State of Florida requirements. Processing payment using USF credit card when applicable. Communicates with vendors, and with the USF Libraries Academic Resources Department to establish new vendor accounts in the LMS. Conduct all activities related to the technical services modules of the Library Management System.   Working with both the PeopleSoft  FAST purchasing/ requisition, general ledger, and Finance Mart Reporting, as well as with the LMS report functions, generate reports that track encumbrances, expenditures, invoices paid and unpaid, and free and actual balances, both monthly and annually, by library fund code. Track budget and remaining spending authority. Monitor and perform accounting duties, and perform financial analysis, in support of departmental financial and budget related initiatives, in consultation with the Head, Collection Development & Technical Services. Work with Tampa Academic Resources department and the Nelson Poynter systems and technology department to generate and manage ALEPH Invoice Reports and to correct batchloading errors in Aleph, such as reports of unpaid status on invoices. Identifying, researching, and analyzing invoice and order related problems. Formulate appropriate actions to resolve problems and follow up as necessary. Create invoice records, and key data from invoices, in the LMS system for payment as needed. Design and manage statistics reporting systems to be used by other staff in compiling monthly and annual statistical analysis and report of total materials added and withdrawn by format, as well as statistics on cataloging processes. Oversee compilation of statistics, and assure quality of statistics used to populate ACRL, ASERL, and IPEDS reports. Selects the most appropriate bibliographic record, including those in foreign languages, in the USF LMS (Library Management System) for the placement of orders. Indicates and/or reviews orders to be placed by vendor web site, e-mail, telephone, fax or correspondence. Identifies titles that require a new OPR (order/payment record) in the LMS, compiling the required data and keying it into the correct fields in a standardized format. Alters data in an existing OPR and in LMS bibliographic and acquisitions system record prior to placing orders. Works with OCLC, the staff of the FVLC statewide shared bibliographic catalog project, and vendor bibliographic utilities to load firm order records. Monitors FVLC email lists and wikis to maintain current awareness of new processes and procedures, and to troubleshoot problems. Organize and distribute mail; check-in periodicals; physically process materials; receive and process gift books, other duties as assigned. Occasionally lift boxes up to 30 pounds.

POSITION QUALIFICATIONS, MINIMUM: High school diploma and six years of professional library experience. Appropriate college coursework may substitute for the required experience. Software knowledge of OCLC Connexion and PromptCat, GOBI-3, ALEPH library management system, EbscoNET and  MS Office.

PREFERRED: Bachelor’s Degree and three years of experience working in library technical services. Experience working with USF Fast financial systems, experience working with the Aleph integrated library management system, or experience working with the cataloging and acquisitions functions of an integrated library management system. Experience with UFSP/USF policies and practices.


APPLY ONLINE by completing the required information and attaching your cover letter and resume. Please include your experience as it relates to the qualifications stated above. Your cover letter and resume, plus any other requested material, must be in one attachment.  Only online applications are accepted for this position.  This position is subject to a criminal background check.

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Job Opening Number: 00004762

Posting date 11/1/2013. Posting End Date: 11/15/2013

Patricia Pettijohn

Associate Librarian
Head, Collection Development & Technical Services

Nelson Poynter Memorial Library

University of South Florida St. Petersburg

140 7th Ave. South

St. Petersburg, FL 33701