Operations Manager

The Seattle Public Library; Seattle (WA); On-site; USD 102,000 - 124,000; Full time

Job summary

The Seattle Public Library is seeking an Operations Manager at the Central Library in Seattle to oversee scheduling, staffing and volunteer services. You will supervise the Volunteer Services Coordinator and expand the systemwide volunteer program to strengthen community connections.

You will lead the relaunch of the Student Assistant Program, focusing on meaningful first-job experiences, structured training and career readiness for youth and students.

Qualifications

• Education: high school diploma or GED required.
• Experience supervising staff and volunteers in a library or public setting preferred.
• Proven ability to plan, schedule and manage projects and events.
• Strong communication and interpersonal skills for diverse teams.
• Familiarity with scheduling and volunteer-related processes is a plus.

Responsibilities

• Schedule, supervise and coordinate library staff, volunteers and student assistants.
• Develop and improve volunteer programs to support library operations.
• Design and deliver staff and volunteer training materials and onboarding.
• Analyze operations, prepare reports and lead team meetings.

Skills

Project Management

Supervisory Experience

Communication

Staff Scheduling

Education

High school diploma or GED

Tools

Microsoft Office

SharePoint

Job description

Position Description

Invitation to Compete #47-26: Operations Manager

Staffing, Operations and Volunteer Services (SVS)

Central Library, 1000 4th Ave, Seattle

Regular, FLSA-exempt, benefitted, full time (80 hours per pay period)

Anticipated Schedule

Week 1: Wed 9:30am - 6pm or 11:30am – 8pm, Thurs 9:30am - 6pm or 11:30am – 8pm, Fri 9:30am - 6pm, Sat OFF, Sun OFF, Mon 9:30am - 6pm, Tues 9:30am - 6pm

Week 2: Wed 9:30am - 6pm or 11:30am – 8pm, Thurs 9:30am - 6pm or 11:30am – 8pm, Fri OFF, Sat 9:30am - 6pm, Sun 9:30am - 6pm, Mon OFF, Tues 9:30am - 6pm

Salary range

$101,664.72 - $123,588.72 annually

A pay period is two weeks in length that starts on Wednesday and ends on Tuesday. The hours for this position may include weekdays, weekends and evenings. The schedule and shift times for this position is subject to change based on the Library’s current operational need. This classification is part of a bargaining unit represented by AFSCME.

This position is open to the public and to The Seattle Public Library’s employees.

Overview

The Seattle Public Library’s mission is to bring people, information and ideas together to enrich lives and engage community. We view Seattle as a city where imagination and opportunity continue to thrive. Since 1891, we have grown from a single reading room in Pioneer Square to a world-class library system with 27 locations.

The Library works every day to foster and support a healthy city and a healthy democracy. We do this work guided by the principles of intellectual freedom, literacy and the love of learning, racial equity, privacy and confidentiality, respect for the community, strong partnerships and innovation. We are an active and committed partner in the City of Seattle's Race and Social Justice Initiative.

Library employees are highly regarded by the public for their knowledge, quality of service and caring. As a workplace, we value respectful and transparent communication, partnership and engagement. We are enriched individually and organizationally because of our diversity and growth mindset. We take time to recognize and celebrate the achievements of others.

If you share these values and meet the qualifications, the Library invites you to apply for the Operations Manager position.

The Seattle Public Library serves a broad patron base including adults, children and teens, immigrants, students, researchers, readers, people experiencing homelessness, and others seeking information resources, enrichment opportunities, programs, collection support, and technology access.

Staffing and Volunteer Services includes the following public service units: Public Services Scheduling Office, Central Services Operations and Staffing and Volunteers. This is an entry-level library management position that reports to the Staffing and Volunteer Services Manager and works collaboratively across multiple divisions and work units.

This position will play a key role in redesigning and relaunching the Library’s Student Assistant Program as a structured work and learning experience for students. The program is intended to provide meaningful first-job experience, workplace skill development, career readiness and exposure to Library service.

Summary Of Core Responsibilities

• Co-manage the Scheduling Office intermittent staff pool, with a focus on training and preparing staff for success in a variety of assignments.
• Directly supervise one Volunteer Services Coordinator who will support and supervise Library Experience and Engagement volunteers.
• Manage, build, evaluate and expand systemwide volunteer program to strengthen community connections and support Library operations. Ensure that volunteers receive clear orientation and role-specific training.
• Provide interactive orientation and training sessions for staff and volunteers, including familiarity with learning styles, develop learning objectives, optimal learning environments and preparing instruction materials.
• Help redesign, relaunch and coordinate the Student Assistant Program, with an emphasis on meaningful first-job experience, structured training, skill development, career readiness and exposure to Library service.
• Facilitation of new employee orientation and onboarding for the Library Experience and Engagement Division

Job Responsibilities

Scheduling: Manage and act as a resource for the Central Services Operations (CSO) and the Public Services Scheduling Office (PSO) staff who create and maintain the posted schedules. Perform scheduling tasks, create Volunteers’ schedules and facilitate scheduling of Student Assistants. Maintain the Better Impact volunteer management system for The Seattle Public Library volunteers. Liaison to the Better Impact support team.

Payroll and Personnel Transactions: Ensure proper reporting of time worked and proper use of leave balances. Responsible for paperwork related to new hires, separations, leaves, and other staffing and volunteers’ transactions.

Supervision: Assign work to the Volunteer Coordinator, PSO, CSO and Intermittent employees. Ensure the effective and efficient operation of the designated branch by providing supervisory support in the unit as assigned; organizing and coordinating the work of others; monitoring and evaluating work performance; and overseeing the development of individual work plans of staff in the designated branch. Secure appropriate administrative guidance and recommend, develop and implement performance improvement activities, conduct performance appraisals, develop corrective action plans and assist with disciplinary actions. Coordinate and support volunteer appreciation as needed.

Operations Management: Assist with the analysis of operations. Conduct studies and projects. Examples might include studies of staffing and volunteer levels and efficiency of staffing assignments and providing staff training as needed for changed procedures, hardware, software, or other variables in the work environment. Gather and analyze statistics, develop reports. Make presentations and lead team meetings. Develop and update staff and volunteers training materials, including related Intranet (SharePoint) and web content. Experience working in a Union environment and ability to interpret and apply labor contract provisions strongly preferred. Ensure that managers and staff understand the Volunteer Services Program and their role in providing meaningful experiences for volunteers. Consult with staff regularly and maintain information about the program on SPL’s intranet site. Enable designated Volunteer Liaisons to develop skills to effectively orient, schedule and supervise volunteers who are assigned to their branch or department. Can support Central Services Operations in capacity as a Lead.

Staffing: Plan for staff and volunteer turnover, respond to personnel changes and needs, and assist with new hire processes. Assist with coordination and/or recruitment of new volunteers and Student Assistants as appropriate. Collaborate with the Central Library Services Managers, Staffing & Volunteer Services Management Team, Library Experience & Engagement Division Regional Managers, other stakeholders and Human Resources, including requesting authorization to proceed as required and participating in the interviewing and reference checking process, recommending selections, and providing for new staff orientation and training at the worksite. Ensure completion of staffing actions including hires, terminations, appointment changes, etc.

Student Assistant Program: Help redesign and relaunch the Library’s Student Assistant Program in alignment with the program’s training and work experience purpose. Partner with Human Resources, Library managers and other stakeholders to develop the program structure, identify appropriate student placements, staffing needs, coordinate recruitment and support selection, onboarding and training. Develop structures that support students who may be entering the workforce for the first time and provide opportunities for workplace skill development, career readiness and exposure to Library careers. Monitor and evaluate the program and recommend adjustments based on student, supervisor and organizational needs.

Administrative Support: Oversee department supplies. As assigned, assist with developing and managing budgets, monitoring expenditures, and initiating purchasing procedures. Communicate policies and procedures and keep team informed of updates/changes through facilitating meetings and conducting training. Serve as a resource to staff and volunteers for handling and resolving scheduling inquiries.

Qualifications

Education: A high school diploma or a Graduate Equivalency Degree (GED) is required.

Project Management Skills: Knowledge and experience assisting with events or projects, including planning, scheduling staff and rooms, coordinating resources, evaluating and communicating needs and/or outcomes, monitoring progress, budgeting for staff or materials, and developing reports, informational materials and/or records. Conduct needs assessments, engaging managers and staff in designing and proposing volunteer service models and preparing budget information for volunteer services.

Supervision Skills: A minimum of two years supervisory or lead experience (1) the ability to plan and organize own work and that of others, 2) ability to delegate work and to monitor work after delegation 3) knowledge of and or training in supervision, staff training, scheduling and performance management. General knowledge of regulations, labor agreements, and policies and practices relating to staffing is preferred.

Workgroup Direction: Demonstrates expertise with team-building and change management. Project management experience or work crew direction across organizational/department boundaries is desired. Must demonstrate experience working in an urban environment with a diverse group of staff, and model excellent internal or external customer service skills.

Operations Management Skills: Demonstrated work site and office management skills including supply and inventory management, budget management, office records and correspondence, purchasing procedures, securing maintenance services, and similar administrative support functions.

Communication Skills: Excellent interpersonal communication skills, including the ability to interact effectively with diverse Library staff and volunteers at different levels; resolve conflicts, work effectively with other staff in a team setting, on projects and in work groups; and excellent written and verbal communication skills.

Judgment and Initiative: Ability to work independently and effectively with minimum supervision, understand and interpret a variety of complex oral and written instructions, exercise initiative and creativity in resolving problems, recognize and set priorities, and coordinate multiple on-going projects.

Teamwork Skills: Ability to work collaboratively and celebrate shared successes with coworkers and subordinates. Ability to provide and receive feedback in a respectful manner. Confidence in own leadership skills and willingness to step back and allow others to take the lead when appropriate.

Technology Skills: Working familiarity with networked personal computers and intermediate to advanced skill levels in Microsoft Office applications, specifically Outlook, Excel and Word. Skills retrieving information from the internet and familiarity with intranet applications (such as SharePoint). Basic skills operating and troubleshooting office equipment including photocopiers, keyboards, barcode scanners, receipt printers, printers, fax machines and cell phones. Library scheduling and/or other scheduling experience managing staff schedules strongly preferred.

Benefits And Salary Information

The full salary range for this position is $101,664.72 -$123,588.72 annually.

The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans

Retirement information can be found here:https://www.seattle.gov/retirement

The Library promotes diversity and inclusion in employment.

If accommodations are needed during the selection process, please contact us.

Please keep in mind that job offers are contingent on a review of criminal history as well as verification of information provided by the applicant as part of the application process.