Department: Laurance S. Rockefeller Library

Title: Library Circulation Manager/Office Coordinator

Supervisor: Library Director

Classification: This is a Full-Time, 40 hours per week, Non-Exempt position

ABOUT CIIS

California Institute of Integral Studies (CIIS) in San Francisco is a pioneer in integrative higher education, providing interdisciplinary, cross-cultural, and applied studies in psychology, philosophy, religion, cultural anthropology, transformative studies and leadership, integrative health, and the arts. The school offers masters and doctoral degrees, as well as a Bachelor of Arts completion degree. We are conveniently located in the SOMA district of San Francisco which is a quick walk from BART, Muni and other public transportation.

SUMMARY

The Laurance S. Rockefeller Library is housed at the Institute’s main building in facilities inaugurated in 2012. The Library is committed to providing and facilitating quality instruction, innovative research, and exemplary service to students, staff and faculty. In support of that, the Library’s collections include approximately 185,000 print and electronic books; about 140 print journal subscriptions and access to over 12,000 online journals, 600 audio tapes and CDs and a growing video collection. The Library offers a universe of online information including eBooks, journals, dissertations, and disciplinary databases. The Library is particularly strong in the fields of counseling and psychology, philosophy and religion, East-West comparative studies, social and cultural anthropology, and integral studies.

Reporting to the Library Director, with a secondary (“dotted line”) reporting relationship to the Public Services Librarian, the Library Circulation Manager is responsible for managing circulation services, including hiring, scheduling, training and supervising 10-18 student circulation assistants and keeping the circulation manual and policies documents up to date, and working jointly with the Public Services Librarian and Library Director to set and maintain circulation policies. Additionally, the Library Circulation Manager is responsible for office supplies, records, files, correspondence, bookkeeping and cash handling, and in general serving as assistant to the department.

ESSENTIAL DUTIES & RESPONSIBILITIES

Coordinates Library Circulation Desk, in consultation with the Public Services Librarian
Oversees Circulation services, including hiring, scheduling, training and supervising of 10-18 (depending on semester) student circulation assistants.
Sets Circulation desk policies as needed in conjunction with the Public Services librarian and Library Director.
Keeps Circulation manual current.
May fill in at Circulation desk in absence of regular student staff.

    As Department Coordinator:
Handles incoming and outgoing mail and telephone calls.
Maintains office files.
Photocopying; may also prepare library signs and/or assist with publications.
Orders and maintains supplies; places orders for furniture & furnishings.
Records and acknowledges donations to the library.
Serves as liaison with Operations for initiating and tracking work orders.
Tracks Library staff schedules; serves as the “go-to” person for last-minute schedule changes.
Records and distributes minutes for biweekly Library staff meetings.
Communicates with Registrar’s Office re: end-of-semester lists; processes graduation clearance paperwork.
Composes and sends other correspondence as needed.
May assist with processing interlibrary loan and distance student requests.
May assist with reserves as required.
Handles registration for open Library workshops.

    As Coordinator for the Library finances:
Handles invoices and check requests; is primary contact with the Business Office for Library operating expenses. Manages Library bookkeeping and accounts payable (both paper and computer files).
Keeps daily tally of Circulation cash box and makes periodic deposits with Business Office.
Processes credit card payments for Library fees and fines.
Monitors overdue and fine notices, handles correspondence and inquiries regarding Library circulation (overdues/fines); and follows up with patrons on lost and damaged book issues. Works with Business Office to resolve long-standing issues when needed.
Works with patron records in Koha (the Library’s ILS) on overdues /fines and on alumni memberships (set up & renewals).
Handles correspondence and inquiries regarding cases of library material vandalism.
Initiates Registration holds on delinquent accounts.
Assists the Library Director, as requested, with budget records and calculations.
Assists with set-up, advertising, and financial management for Library booksales.

Performs other Library related tasks as requested. In general, serves as member of Library teams.

a. Assists with a variety of projects in the library as needed by other staff, especially time-sensitive projects (archives digitization, technical processing, etc.)

b. May participate in special projects as they arise.

QUALIFICATIONS AND/OR EXPERIENCE

Minimum 1 year of experience managing a circulation desk (including supervisory and scheduling responsibility) in an academic library; 2-4 years experience preferred.
Experience with accounts payable and/or responsibility for handling invoices and purchase orders; some accounting background is preferred.
Experience as an office coordinator or manager, 1 year required, 2-4 years preferred.
Familiarity in working with sophisticated online systems (ILS, student record management systems, vendor information systems), data entry, and report creation.
Proficiency with Excel spreadsheets, Word documents, and other standard productivity software.
Excellent oral and written communications skills, with accurate English usage.
Good customer service skills (in-person, on the telephone, and via email).
Ability to approach patrons in a non-judgmental way (regarding overdues/fines).
Ability to keep accurate records and do to precise work; excellent organizational abilities.
Ability to work cooperatively and flexibly in a busy office, successfully balancing priorities and multitasking.
Able to work Mondays – Fridays, occasional weekend days and evening hours.

PHYSICAL REQUIREMENTS:

This position requires:
Ability to sit for extended periods of time and the ability to manage repetitive hand/wrist movements while using a computer keyboard and/or the phone
Ability to bend, squat, stoop, and occasionally walk up several flights of stairs
Ability to lift and/or carry up to 10 lbs., occasionally

Working Conditions:
Duties are primarily performed in an office environment at a desk or computer terminal, typically, Monday through Friday.

TO APPLY

Please email your cover letter and résumé to jobs@ciis.edu

Kindly include the position title in the subject line of your email.

EQUAL EMPLOYMENT OPPORTUNITY POLICY

CIIS is committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio-economic status, ethnicity, age, physical ability, or medical condition. We seek to increase the presence, representation and inclusion of U.S. historically under-represented people of color, international, bilingual and bicultural students, faculty and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI).