Head of Circulation, Stanford University, Lane Medical Library, Palo Alto, CA

The Office of Information Resources and Technology (IRT) provides information technology, informatics and knowledge management services in support of the School of Medicine's clinical, research and educational missions. As part of IRT, Lane Library and Knowledge Management Center (http://lane.stanford.edu) creates opportunities for discovery, translation, learning and collaboration by providing faculty, staff, and students with easy, efficient access to in-context knowledge whenever and wherever it is needed to support patient care, education and research. The KMC focuses on acquisition and integration of knowledge sources, consultation and instruction in information finding and manipulation, learning spaces and computing labs, and technology support for the curriculum.

Reporting to the Access Services Manager at Lane Medical Library and Knowledge Management Center, the Head of Circulation is responsible for the management and supervision of the Circulation Department. S/he is also responsible for project management related to Circulation, the Circulation module of the Voyager system, the library photocopier and printing services, and planning for both temporary and permanent relocation of the library's collections.

Responsibilities:

Manage and coordinate the operation of the Circulation Department

• Develop, coordinate, and implement policies and procedures related to use of Lane Medical Library’s collections, services, and facilities. Create and maintain circulation records and statistics. Manage and supervise activities of Circulation, Stacks Maintenance, and offsite locations. With direction from the Access Services Manager, identify and develop appropriate assessment of Circulation Department procedures and effectiveness. Maintain open communication with Access Services Manager and Associate Director for Research and Instruction to report status and concerns of the department and its staff.


• Interpret rules, policies, and procedures for Stanford faculty, hospital affiliates, students, staff, and off-campus users. Respond to patron inquiries, in person or via correspondence, regarding complaints or informational matters; interpret rules so that patrons may better understand the purpose of the policies. Represent Circulation Services and communicate with various departments within Lane Library and Knowledge Management Center and on-campus, as well as with company affiliates.
  


• Assist and guide staff with problems at the Circulation Desk, resolving patron concerns, access issues, copy machine equipment breakdowns, etc., and provides support at the Circulation Desk when needed. Under emergency situations, will work holiday, evening and/or weekend shifts.
  


• Manage and set priorities and organize workflow. Create and maintain training manuals for each staff position. In conjunction with Circulation staff, create standard operating procedures (SOP) manuals. Review department procedures to update and streamline routines and/or initiate new functions. Regularly revise job training manuals to reflect policy and procedural changes. Incorporate and implement new services as they become available. Provide necessary tools and training in order to implement and modify services when needed. Ensure that online overdue, recall, fines, and other reports are run on a daily basis.
  


• Prepare statistical reports: shelving, specific usage of materials, patron use, inventory and space needs of various collections, etc.
  
  
• Routinely inspect the condition of library collections. Manage, organize, estimate budget of shifting small or large collections within the library or at off-site location. Coordinate with staff to plan and implement shelving strategies, such as: measure and calculate space needs for the collections, shift books, relocate books to offsite storage. Responsible for building needs regarding security, housekeeping, leaks, lighting, etc.
  


• Oversee the library’s offsite collection in Newark, CA. Organize shifting, measuring, shelfreading, and inventory of the collection. Monitor retrieval of materials from remote storage site for users or other departments. Responsible for building needs regarding security, housekeeping, leaks, lighting, etc.
  

• Supervise all activities and duties of 5.75 FTE and 75-100 hours student support within the Circulation Department. Develop and revise position summaries, develop and post job positions when vacant. Interview and hire classified staff employees in consultation with the Access Services Manager. Assign and review work, supervise and discipline when necessary, evaluate and write performance reviews for staff. In cooperation with Circulation staff, identify and prioritize goals and objectives to be accomplished by department.
  


• Prepare staff desk schedules to assure adequate coverage during day, night, and weekend hours; schedule staff for training at the Information Services station. Train and direct staff to perform individual tasks, carry out library business, and correctly employ Stanford policies in user registration, Plan for and/or provide initial and ongoing training in customer service and collection maintenance, working knowledge of the online catalog (LOIS) and automated circulation system (Voyager), train in the opening/closing of the library and emergency procedures.
  


• Call and conduct regular staff meetings to facilitate the implementation of new procedures, discuss challenges, and exchange ideas.
  

• Assist in the development of Lane Library/KMC handouts or articles for the Lane Library/KMC newsletter relating to changes in circulation, access, services, policies, etc.
  


• Participate in library, University, and external library committees and organizations to promote the mission of Lane Library and the School of Medicine.
  


• Develop and maintain working knowledge of informational/reference databases to train staff and assist users at the Circulation Desk, when necessary.
  

• Working with Access Services Manager, manage Circulation module: policy definitions, update university calendar, (quarter dates, intersession, and holiday breaks), define rules for each patron group, set cost of replacement for each type of material, set up matrix for each patron group and material type. Serve as an expert in understanding the Circulation module and troubleshooting and correcting technical problems.
  


• Monitor patron record input and analyze results for ongoing operations and Voyager version migrations.
  
  
• Manage Photocopier Services
  
  
• Oversee three public photocopier machines, one staff copier, and change and card vending machines. Analyze and troubleshoot problems in the photocopy, change, and card vending machines. Circulation staff maintains all copiers: add paper, clear paper jams, add toner, order supplies, routine checks for downtime, sales and provide monthly sales records of copy cards.
  

• A solid understanding of both Circulation and general library operations


• Knowledge in computer systems related to library circulation, especially an Integrated Library System


• Supervisory experience


• Sound judgment regarding the interpretation of library and institutional policies and procedures


• Expertise in managing projects related to circulation of library material, management of the physical collections and the library facility, and access services.


• Experience using office productivity software, such as MSWord, Excel, etc.


• The equivalency of five or more years of experience in library operations. A Bachelor’s degree is strongly preferred.