Assistant Head of User Services

The University Of Chicago; United States; On-site; USD 55,000 - 65,000; Full time

Job summary

The University of Chicago Library seeks three Assistant Heads of User Services to supervise Regenstein, Crerar, Eckhart, and Social Work libraries. You will oversee access, circulation, and entry procedures, while ensuring excellent service and policy compliance.

Cross-train to cover shifts and act as a backup as needed. Qualifications include a college degree and 5–7 years in customer service, with strong supervisory and problem-solving abilities.

Qualifications

• Education: college or university degree in related field or equivalent.
• Work Experience: 5–7 years in a related job discipline.
• Certifications: ---

Responsibilities

• Oversee operations and staff leadership across service points.
• Develop, implement, and monitor service standards and training.
• Manage entry, access procedures, and security across libraries.
• Coordinate circulation, ILS, and interlibrary loan activities.
• Analyze department statistics and report findings to leadership.

Skills

Customer service orientation

Supervisory ability

Communication

Critical thinking

Attention to detail

Emotional intelligence

Education

Bachelor’s degree

College or university degree or equivalent

Tools

Microsoft Office

Library management systems (FOLIO, Alma, Voyager)

Scheduling software (When2Work, LibStaffer)

Customer service ticketing systems

Job description

Department Library C & A - Access Serv - Collection Mgmt & Circ Admin

About the Department

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff. As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and university holidays), we’re committed to providing benefits and a work environment that matters!

Job Summary

Under the direction of the Head of User Services, the Assistant Heads of User Services (3) work in collaboration with each other across all three positions to perform their work. The Assistant Heads of User Services are responsible for planning and supervising user and access services for the Regenstein, Crerar, Eckhart, and Social Work Libraries. Each Assistant Head of User Services will have primary responsibility for defined functional areas and direct reports, while working collaboratively to ensure consistency across all User Services operations. All Assistant Heads are expected to maintain sufficient cross-training to provide coverage and serve as backup for one another as operational needs require. Responsible for ensuring building and library security and providing controlled 24-hour/365-day-per-year access to spaces. Oversees Regenstein’s Entry Desk and entries to Regenstein, Crerar, Eckhart, and Social Work libraries and in collaboration with buildings managers at non-Regenstein campus libraries. Responsible for interpreting and enforcing Library policies to maintain a scholarly environment throughout Regenstein, Crerar, Eckhart, and Social Work libraries. Provides and promotes excellent customer service to Library patrons across all areas of responsibility. Provides supervision and oversight across four service points, including Regenstein which has extensive operating hours and is the largest and most heavily used campus library, with more than 1.2 million annual users. Oversees lending of materials from circulating collections, course reserves, and interlibrary loan.

Responsibilities

Operations & Staff Leadership

Supervises union clerical staff, non-union circulation supervisors, and student employees across all areas of responsibility. Each Assistant Head has primary responsibility for 3–4 direct reports and is responsible for hiring, onboarding, scheduling, payroll, coaching, performance management, and annual performance evaluations. Establishes work priorities and performance standards for staff. Ensures appropriate staff coverage of circulation service points and entry desks during all hours of operation. Makes considered recommendations to the Head of User Services for emergency closing of service points due to staffing constraints or weather conditions, giving priority to essential operations, redirecting staff as needed. Oversees, distributes, and monitors work and ensures routine tasks are completed in a timely manner. Develops and maintains departmental documentation. Communicates policies and departmental guidelines, plans, and procedures to staff. Establishes and models excellent customer service standards for staff at all service points in consultation with the Head of User Services. Oversees the consistent application of service standards for patron interactions in-person, by phone, and via online ticketing, coaching staff when necessary. Provides necessary and ongoing training for staff, including but not limited to, customer service, de-escalation, privacy, and software. Oversees daily use of various work-related systems as they relate to the unit (including circulation, entry control, building security, room reservation, and patron ticketing), provides initial troubleshooting of problems, and reports issues to appropriate staff. Works collaboratively with the Head of User Services and other Assistant Heads, as well as with key Library and University stakeholders, to meet department objectives. Gathers, analyzes, and reports statistical and other management information, including library statistics and ad hoc reports and inquiries. Serves on occasional working groups that establish policies, develop training, and promote consistent deployment of services. Serves as backup as required for other Assistant Heads, including for oversight of work and payroll time approvals. Oversees the work of all supervisors and clerical staff across relevant service points while on duty or when primary supervisor is unavailable.

Entry & Access Services

Oversees access and entry procedures at library locations including library public spaces and controlled access. Works with the Head of User Services to develop and maintain access procedures and procedures for handling security issues. Enforces library policies and maintains a safe, scholarly environment; de-escalates conflicts, resolves patron issues, and documents incidents as needed. Supports staff through guidance, training, and follow-up related to incident response. Uses judgement to determine when patrons should be temporarily removed from Library premises. Makes considered recommendations to assist the Head of User Services and the Director of Access Services in determining when to issue a no-trespass warning under University policy. Works with Allied Universal to provide staffing for daily building sweeps at closing, extended study during the academic quarter, other building security, and to cover gaps in entry desk coverage as needed. With the Head of User Services, keeps the library hours page and Google business listings for all campus libraries updated.

Circulation Services

Provides patron service at circulation service points, including opening or closing, moving between Regenstein, Crear, Eckhart, Social Work and Mansueto as required. Manages daily circulation workflow including lending of materials awaiting pickup, course reserves, Interlibrary loan, and general collections. Explains and interprets circulation policies to patrons. Resolves the most difficult problems or refers them to other staff as appropriate. Answers inquiries and appeals concerning overdue items, recalls, reserve problems, fines and related problems, including patrons reported to collections agencies, in person, over the phone, and via online ticketing system. Responsible for collection of fines and fees. Under the direction of the Head of User Services, works with ILS and key library stakeholders to ensure circulation systems settings are aligned with policies and procedures; coordinates and delegates regression testing ahead of system upgrades Maintains guidelines, policies, and procedures for the unit. Manages unit communications, which includes the unit's web site. Monitors building security and provides the initial response to emergencies and issues related to building access and security. Performs other related work as needed.

Minimum Qualifications

• Education: Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.
• Work Experience: Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
• Certifications: ---

Preferred Qualifications

• Education: Bachelor’s Degree.
• Experience: 5-7 years previous customer service experience in a high-volume library or related setting.
• Minimum 1 year of successful supervisory experience strongly preferred.
• Working knowledge of library procedures strongly preferred.
• Supervisory experience in a library setting strongly preferred.
• Experience in a higher education environment strongly preferred.

Technical Skills or Knoweldge

• Knowledge of workstation applications, including Microsoft Office, email, and the internet.
• Ability to learn a range of position-related software applications.
• Understanding and working knowledge of library management systems (e.g., FOLIO, Alma, Voyager, etc.) strongly preferred.
• Experience with scheduling software (e.g., When2Work, LibStaffer, etc.) strongly preferred.
• Experience with customer service ticketing systems strongly preferred.

Preferred Competencies

• Possess a strong customer service orientation.
• Demonstrated ability to utilize emotional intelligence to interact with users and staff professionally, respectfully, and empathetically strongly preferred.
• Ability to supervise and manage and coordinate the work of team members strongly preferred.
• Demonstrated ability to strongly preferred.
• Critical thinking and problem-solving skills (utilizing appropriate resources to resolve issues) and exercise sound judgment.
• Great attention to detail, accuracy, and organizational skills.
• Ability to build high preforming team and drive engagement.
• Ability to communicate effectively and with influence, both in writing and orally.
• Working Conditions 100% onsite. Ability to bend, crouch, or stoop. Lift and carry loads up to 49 lbs. Remain seated for 4 hours or more. Use computers extensively for 4 hours or more. Ability to visually focus on print materials and computer screens for extended periods. Travel between library locations on a regular or as-needed basis. Flex work schedule on occasion to cover staff absences or special events.

Application Documents

Cover letter preferred CV/Resume required Professional Refernces (3) required

Job Family

Library Role Impact People Manager Scheduled Weekly Hours 37.5 Drug Test Required No Health Screen Required No Motor Vehicle Record Inquiry Required No Pay Rate Type Salary FLSA Status Exempt Pay Range $55,000.00 - $65,000.00 The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting. Benefits Eligible Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination. Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form. All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position. The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637. The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government. To learn more about the university click here http://www.uchicago.edu/