Collections Maintenance Supervisor

14 Nov 2018
End of advertisement period
14 Jan 2019
Contract Type
Full Time

Position Focus:

Reporting to the Associate Director for Access Services Operations, the Collection Maintenance Supervisor provides leadership and vision for SML and Bass Library collection maintenance activities, including shelving, sorting, shifting, accuracy checking, shelf preparation and receiving functions. The incumbent is responsible for managing these activities for roughly four million volumes shelved in various collection spaces, including the fifteen floors of the Sterling stack tower.

The Collection Maintenance Supervisor is expected to instill high service standards, facilitate communication and coordination, and foster a cooperative, team oriented work environment. Working collaboratively with staff, the Collection Maintenance Supervisor initiates new projects and explores innovative technologies and workflows as appropriate. Plans, coordinates, reviews and monitors workflow and workload to ensure accuracy, efficiency and effectiveness of collection maintenance operations. Fosters a creative, collaborative, and team‐oriented work environment.

Facilitates communication and coordination among team members. Hires, trains, coaches, evaluates and disciplines seven direct report support staff members, teams of 6-10 seasonal workers, and up to seventy student employees. Establishes, monitors and incorporates performance indicators to assess and improve the quality of services provided by the unit. Uses planning tools, statistics, workflow analysis and space management principles to ensure collection is adequately organized, laid out and arranged for maximum usability. Investigates and implements improvements to workflow and technology. Contributes to development of system‐wide public services policies and procedures. Proposes and participates in planning new and changed policies and innovative services. Writes documentation and revises procedures to maximize efficiency.
Participates in planning activities as part of the Sterling/Bass managerial team. Develops and generates reports to monitor and improve services on a regular basis. Participates in hiring, training, coaching and evaluating the work of access services staff members. Participates in planning and implementing new services, and supporting and improving existing services. Responsible for ensuring consistency in service quality, policy interpretation, and following procedures. Works with vendors or other units that support library operations, such as technical services, collection development, Library IT, facilities maintenance, and security.

Participates in departmental library access services program planning. Participates in library system‐wide planning, committees, and work groups, and engages in campus, regional, and national professional organizations and collaborative activities. Participates in professional activities outside of Yale and monitors developments and best practices elsewhere to help ensure the excellence of Yale's collections and research support services. May be required to assist with disaster recovery efforts. May perform other duties as assigned.

Essential Duties

  1. Works closely with the Department Head and with a team of supervisors to ensure consistency in service quality, policy interpretation, training, procedures, etc.
  2. Motivates and coaches staff, delivers and improves services, positively influences reader expectations of library services and access to collections.
  3. Provides back up as needed to others in the supervisory team 
  4. Recruits, hires, trains, and administers discipline as necessary.
  5. Manages all aspects of an operation with multiple services and processes.
  6. Manages and supervises a team of clerical and technical employees and student assistants.
  7. Administers budget for hourly employees, sets priorities, plans workflows, resolves problems, interprets and monitors policies, and generates reports.
  8. Contributes to strategic planning for continuous improvement of department processes and functions.
  9. Contributes in library-wide committees as appropriate and consults and works with staff outside of the department. 
  10. Develops relationships with vendors, monitors performance, and resolves issues.
  11. May perform other duties as assigned.

Required Education and Experience

Bachelor's degree in a related field and five years of relevant experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Demonstrated excellent supervisory skills and ability. Demonstrated ability to successfully lead, evaluate, motivate, and work with a team of staff and seasonal workers.

Required Skill/Ability 2:

Demonstrated commitment to providing outstanding public services. Excellent customer service skills in a high paced, demanding environment. Demonstrated ability to work independently and collaboratively in a diverse and inclusive work environment.

Required Skill/Ability 3:

Excellent analytical skills and ability to manipulate and visualize complex data. Excellent oral and written communications skills. Demonstrated ability to prioritize, multi-task and meet deadlines.

Required Skill/Ability 4:

Flexibility, agility and enthusiasm for working in a changing, technology-oriented environment. Demonstrated ability in analyzing workflows, trends, customer and employee input to improve service benchmarks and staff capacity.

Required Skill/Ability 5:

Excellent computer hardware and software skills, including demonstrated proficiency in using multiple Microsoft Office applications (Word, Excel), email and the World Wide Web. Demonstrated ability to make data-driven decisions.

Preferred Education, Experience and Skills:

Experience supervising staff in a unionized environment. Experience working in an academic library.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: