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Director, Organizational Services

Date: January 28, 2016
Reports to (Job Title): University Librarian
Jobs Reporting (Job Titles):

Head, Circulation Services

Financial Administrator

Administrative Assistant, Library Office

Department: Library

Location:

Main Campus

Grade:

USG 15
35 hr/wk


Primary Purpose

The Director, Organizational Services (OS) provides executive leadership for the strategic planning, development, provision and ongoing management of the Library’s operating budget, human resources, and facilities management and remains responsive to the current and future needs of the University of Waterloo user community.  The Director, OS serves on University and external committees, confers regularly with senior administrative and academic staff of the University and at other university libraries. The Director, OS represents the Library in senior decision-making circles, including external agencies and associations. 

Key Accountabilities:

1.  As a member of the Library Executive Committee:

Provides executive leadership and support for the Library’s strategic planning, policy development, financial administration, and resource allocation in conjunction with the University Librarian; Associate University Librarian (AUL), Information Resources & Academic Excellence; and the AUL, Research & Digital Discovery Services

  • Working as an integrated team with the AULs, contributes to and advances the development and execution of the Library's strategic goals and objectives
  • Supports and facilitates the work of members of the Library Managers Group, and in doing so shares overall responsibility for the day-to-day management of the Library with other members of the Library Executive Committee
  • Provides leadership and mentoring in support of managers, functions and activities in the Library, with primary emphasis on human resource and facilities management (specific portfolios for members of the Library Executive Committee are subject to revision and refinement)
  • Serves as sponsor and administrative liaison to Library committees and workgroups at Waterloo and within the TriUniversity Group of Libraries (TUG)
  • Leads and/or mentors cross-functional task forces and/or working groups
  • Represents the Library and participates in campus, regional, provincial, national and international decision making forums (such as Space Information Advisory Group, TUG, OCUL, CARL and ARL)
  • Supports, communicates, and champions the mission, values, philosophy, and culture of the organization, with a particular focus on the umbrella themes of excellence, innovation and well-being (EIW) as articulated in the Excellence Canada EIW standard
  • Acts for the University Librarian in his/her absence


2.  As Director, Organizational Services

  • Enables and develops an integrated approach to the provision of the Library’s human resources, organizational change, training and development, succession planning, financial management, and facilities management and space planning and circulation services at a strategic level
  • Ensures Library compliance with legislative requirements through active liaison with campus experts including Human Resources, the Office of the Secretariat & Legal Counsel, Health Services, the Safety Office, and Plant Operations
  • Advises the University Librarian on matters particularly related to areas of responsibility, including human resources, organizational change, training and development, succession planning, financial management, and facilities management and space planning
  • Provides proactive leadership and consultation services in support of managers, functions and activities within the human resources, financial management, and physical resources areas
  • Participates as an ex officio member of major HR committees in the library, including professional advancement committee and probationary review committees for librarians, the 5-year review of the Librarians Employment Handbook, etc.
  • Ensures the effective development and administration of the Library's Operating budget
  • Provides leadership in strategic planning and direction-setting with respect to resource management
  • Supports and facilitates the work of members of the Library Managers Group, through the evaluation and revision of existing services, and through the development and implementation of new resources and services as appropriate
  • Coordinates with and supports managers and other Library members in the facilitation of functions, initiatives and activities, with primary emphasis on transforming library space and services
  • Facilitates the work of the Library by promoting and developing collaborative relationships on campus, as well as regionally and nationally

 

3.  Complexity, judgement, problem solving, planning and thought leadership:

  • Participates in strategic planning and operational goals with Library Executive Committee members, Library Managers, and senior members of campus units
  • Works with the Library Executive Committee members and Library Managers to ensure that campus and library policies and best practices are developed, reviewed and implemented, with a particular focus on the umbrella themes of excellence, innovation and well-being as articulated in the Excellence Canada EIW standard
  • Exhibits a very high level of leadership, negotiation and influencing skills, and the ability to apply them in highly varied situations, both on campus and beyond
  • Demonstrates political acumen and sensitivity to the needs and interests of units across campus and has the ability to successfully manage competing objectives
  • Proactively addresses challenges in the development and execution of multi-faculty/unit and campus-wide strategies, requiring a high degree of coordination and consultation
  • Builds and nourishes effective partnerships with, for example, associate deans, faculty members, campus unit heads, etc.
  • In consultation with the University Librarian and the Library Executive, determines the feasibility and implementation of new programs and services
  • Interacts with the University Librarian, Wilfrid Laurier University and Chief Librarian/Chief Information Officer, University of Guelph and associated Associate University Librarians in support of TUG shared services and resources
  • Maintains a broad knowledge of current and future best practices related to human resource management and space planning
  • Provides expert advice to University management, Library Staff, and the University community with regard to Library human resource management and space planning
  • Provides leadership and assistance in support of the processes and strategic goals for the University and works closely and collegially with Faculties and Academic Support areas, along with Library Executive Committee, on the implementation and continued evolution of the Library’s Strategic Directions

Position Requirements

Education:

University degree; MLIS or equivalent experience an asset

Experience:

Technical:

MS Word Excel PowerPoint Other
Intermediate Intermediate Intermediate other

Nature and Scope

Interpersonal Skills:

Internally, communicates with members of the University community at all levels to, where appropriate, support, influence, and motivate them, and to address highly sensitive matters when needed.  Externally, this position will have significant contact with senior representatives of other university libraries, as well associations, vendors, and other parties; this position may be involved in settling highly sensitive, confidential matters that are critical to the organization.

 

Significant Internal Relationships

 

Significant External Relationships

Level of Responsibility:

The position is responsible and accountable for the overall results of the departments, committees, task forces, etc. This position is responsible and accountable for overall management of the operating budget and library facilities and is the senior human resource contact in the Library.

 

The incumbent is a member of committees such as:

Decision-Making Authority:

Responsible and accountable as a member of the Library Executive Committee for developing and establishing Library-wide priorities and strategic plans, and for addressing changes to strategic plans by consulting with members of the Library Managers Group and others as appropriate.

Physical and Sensory Demands:

Minimal demands typical of a senior administrator position operating within an office environment.

Working Environment:

Minimal exposure to disagreeable conditions typical of a senior administrator position exposed to stress and pressure associated with those responsibilities.