Annex Services Coordinator

University of Delaware; Newark (DE); On-site; GBP 32,000 - 42,000; Full time

Job summary

The University of Delaware Library, Museums and Press seeks a capable supervisor to manage the Library Annex, a 400,000‑item high‑density storage facility one mile from Morris Library. Under general supervision, you will coordinate transfers, maintain Alma records, monitor climate, and support space planning with data‑driven insights.

You will supervise wage staff, hire and train, and collaborate with others to ensure timely access and accurate inventories.

Qualifications

• Bachelor’s degree and at least one year of related experience.
• Familiarity with library databases and automated systems.
• Supervisory or leadership experience preferred.
• Strong attention to accuracy in inventory and records.
• Ability to analyze data and support space planning.
• Excellent communication and teamwork.

Responsibilities

• Manage daily operations of the Library Annex.
• Oversee material transfers to and from Morris Library.
• Maintain Alma records and space utilization data.
• Supervise wage staff, hire and train.
• Ensure security, cleaning, and safe operations of the facility.
• Coordinate with facilities and Museums staff as needed.

Skills

Library operations

Supervisory experience

Data analysis

Alma familiarity

Strong communication

Space planning

Education

Bachelor’s degree

One year experience

Tools

Alma library system

Job description

PAY GRADE: 28E

CONTEXT OF THE JOB:

The University of Delaware Library, Museums and Press inspires the intellectual, scholarly and creative achievement of our community. We are strongly committed to fostering safe, welcoming, and inclusive spaces and opportunities where everyone has an equal opportunity to learn, create, and grow. We welcome those who have a demonstrated commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. We collaborate with strategic campus partners to achieve these priorities, as well as with a host of national professional organizations.

Under the general supervision of the Head of the Collections, Acquisitions, and Resource Sharing Department, the incumbent manages the Library Annex and provides additional support for the Library’s physical collections. The Library Annex is a high-density storage facility one mile from Morris Library in which books are shelved by size, not call number, in cardboard trays on warehouse shelving that are more than 16 feet high. Scholars from the University of Delaware and partner institutions rely on timely response and accurate management of the more than 400,000 items stored at the Library Annex.

MAJOR RESPONSIBILITIES

• Manage daily operations of the Library Annex. Manage ongoing projects, including the transfer of material to the Library Annex from Morris Library or branch libraries or the retrieval of materials for large-scale digitization projects. Monitor and plan space utilization. Maintain statistics to analyze usage trends and make data-driven decisions to optimize space usage in the facility. Ensure that the integrated library system, Alma, is up to date with the statuses and locations of Library Annex materials. Maintain and update workflow documentation. Collaborate with Acquisitions Unit, Access Services Department, and Special Collections staff to coordinate physical transfers. Manage special projects that involve Library Annex collections or data. Represent the Library Annex on organization-wide committees dealing with collections and space planning.
• Supervise non-exempt and miscellaneous wage staff members. Hire, train, supervise, and evaluate work; establish schedules for delivery of materials to Library Annex and the Morris Library. Interpret Library policies and procedures for staff and handle complex inquiries and requests as needed.
• In collaboration with the Department Head, identify materials to be transferred to the Library Annex based on circulation data, electronic coverage, and other criteria. Assist in preparing reports for Access Services Department staff to be retrieved from library locations.
• Manage the security, cleanliness, and general operations of the Library Annex physical plant and direct staff in this area. Monitor temperature and humidity in the storage area to assure a consistent environment for materials. Report facility problems to the University’s Facilities, Real Estate & Auxiliary Services staff. Perform routine battery maintenance for stock picker vehicle and monitor the stock picker for maintenance needs. Maintain order picker certification. Coordinate with University Museums staff to ensure routine access to collections.
• Process materials transferred to the Library Annex. Verify bibliographic and holdings records for accuracy and create or update item-level records in the Library’s integrated library system, Alma, according to standards. Maintain accurate shelf assignment data in Alma and a Microsoft Access database, resolving discrepancies with items and item records as needed.
• Fulfill requests for items stored at the Library Annex. Operate a stock picker vehicle and stepladder to retrieve and reshelve library materials. Lift and move heavy boxes of materials from various locations. Communicate with Library, Museums and Press staff and users about requests. Deliver physical materials to the Morris Library and scan materials for electronic delivery. Work with the Coordinator, Collections Sharing and Delivery to manage and troubleshoot issues with scanning equipment.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree and at least one year of related experience, or equivalent combination of education and experience.
• Familiarity with library records in automated library systems and other specialized library databases, and procedures in specific library operations, preferred.
• Supervisory or leadership experience, including ability to train, coach, and manage performance, preferred.
• Ability to establish and maintain effective working relationships.
• Demonstrated problem solving skills, and an ability to analyze and address issues with complex bibliographic records and inventory data
• Demonstrated history of work with high accuracy and attention to detail
• Strong commitment to quality control and error prevention to properly manage inventory
• Ability to use advanced spreadsheet techniques, database and Web-based applications.
• Ability to analyze and use data for space modeling and workflow design
• Ability to work both independently and with colleagues across the organization
• Excellent organizational and time management skills.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds.
• Ability to understand, explain, and apply rules, regulations, policies and procedures.
• Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
• Ability to thrive in a dynamic environment where responsibilities may shift based on organizational needs.
• Basic familiarity with best practices for preservation and storage of library and museum material is preferred.
• Experience using Alma is preferred.

Special Requirements:

• Must be able to lift, with or without assistance, boxes of books and supplies weighing up to 50 lbs., push and pull full book carts weighing 250 lbs., and bend and reach to place trays of books on shelving that may be above the employee’s head or as low as 3” above the floor.
• Must have a valid driver’s license. The employee will use a University-owned vehicle for deliveries.
• Must be able to be trained and certified in the operation of a stock picker vehicle in accordance with OSHA regulations.