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Library Operations Manager

The Enoch Pratt Library has an opening for an Operations Manager with the State Library Resource Center (SLRC) Office. The Manager performs confidential administrative tasks involving complicated subject matters, complex procedures, and sensitive public interactions.

The Operations Manager will maintain a high standard of professionalism and confidentiality working collaboratively with the Chief of the Central Library and State Library Resource Center and the Library. The Operations Manager will work with a variety of people with varying needs, including Library customers, Library administrators, staff, cultural organizations, professional organizations, elected officials, and representatives from state and local government. The Operations Manager will represent the Central Library and the State Library Resource Center to internal and external customers.

This position reports directly to the Chief of the Central Library and State Library Resource Center. This position will work on-site Monday through Friday during normal business hours.

Department: State Library Resource Center

Location: 400 Cathedral Street Baltimore, MD 21201

Salary: $55,497 to $72,146 per year

Job Type: On-site Full-Time,

Benefits Included

Summary of Duties:

Act as the first point of contact for internal and external customers, and represent the Central Library/State Library Resource Center in a welcoming and positive way.
Answer questions about the renovation and other historical facts, each department, and architectural features. Cross-train in various departments and in other divisions in order to fully understand the scope of operations of the Library.
Give tours of the building to internal and external customers.
Main internal and external point of contact for the Library’s meeting room calendar system. The Operations Manager will work with customers to book meetings, train systemwide staff about meeting room booking, will work with Facilities and Security for room arrangements and Systems and AV staff regarding technical requirements for staff as well as public group meetings.
Collaborate with the Executive Team members and others to interpret policies on an individual basis.
Conduct searches to confirm information concerning organizations requesting meeting room bookings when necessary using the Internet and other resources. This person will be the source of authority for calendaring, meeting room, and other reservation information for the system.
Manage the monthly Librarian in Charge schedules for the Central Library, and ensures the accuracy of the biweekly recording of staff attendance and timekeeping. Responsible for additional building-wide or system-wide schedules.
Manage the SLRC Office, files and prepares reports. This position may be responsible for implementing communications strategies such as intake forms, agenda-building, preparing minutes, and meeting follow-up communications for various projects, activities, and teams that the Chief of SLRC manages.
Assist with the bi-monthly State Library Resource Commission meetings, SLRC Manager meetings, Maryland Library Association Legislative Panel and other meetings facilitated by the Chief. The Operations Manager will be responsible for ensuring that the necessary individuals are invited to each meeting and will create and manage agendas hosted in a shared environment.
Take notes or formal minutes, and prepares and distributes them appropriately. Minutes may be transcribed from a recording or taken live depending on the structure of the individual meeting.
Work with SLRC staff, and the SLRC Management Team to manage the SLRC Conferences and other large SLRC events. This includes working with staff, vendors, outside presenters, securing streaming/recording rights, making arrangements with AV and Systems staff, making arrangements with Security and Facilities staff, handling any vendor contracts, sending invitations and posting notices to all the appropriate statewide locations.
Coordinate with Marketing to ensure that the proper publicity is generated and will coordinate any handouts and giveaways. Decide which other internal stakeholders may need to be consulted. These projects may involve working with statewide partners to adjust timing and content of the events, and will include making catering and other arrangements.
Responsible for day-to-day management of the Imagination Library, a customer-facing partnership that requires accurately entering data and helping customers solve problems.
Manage SLRC related content on the EPFL Intranet and public-facing websites and will ensure that the information on the sites is accurate and accessible.
Read, route, and distribute incoming mail and other material, and prepare routine letters and emails composed by the Chief of SLRC.
Assist with scheduling and confirming appointments for the Chief of SLRC.
Answer telephone and email requests, and will provide referrals to other Library departments and offices understanding the Library’s organizational and reporting structure. Answer all calls coming into the SLRC office, and be responsible for checking and responding to voice mails.
Primary support for the Chief of SLRC and will also support other positions in the SLRC Office and the SLRC Management Team. Support for additional individuals or departments may arise on a temporary basis.
Prepare check requests for approval and signature, and will track annual expenses across several different budgets for the SLRC Departments, SMT, and the Chief. The person in this position will verify travel, training, and other expenses for the aforementioned groups before submitting the documents for the Chief’s signature.
Responsible for other fiscal responsibilities including tracking and filing credit card reports and receipts, contracts, and other documents related to the business of the Library.
Collaborate with people at all levels of the library system as well as with outside organizations and private individuals in order to help the State Library Resource Center and the Central Library achieve their missions.

Minimum Qualifications:

Bachelor’s degree from an accredited college or university.
Four (4) years of office management, hospitality, or retail management. Two years of experience with a Master’s degree.
Experience with MS Office Suite (especially MS Word and MS Excel).
Experience with Google Suite and Google Drive, and Internet browsers.
Physical Requirements: Physical exertion such as standing; or recurring activities such as bending, crouching, reaching; pushing loaded book trucks; or recurring lifting of moderately heavy items such as boxes of books or journals.

Preferred Qualifications:

Master’s degree or a Masters in Library Science (MLS or MLIS) is beneficial.
Experience with planning or executing events.

Required Knowledge, Skills and Abilities:

Clear and effective oral and written communication.
Ability to quickly and effectively resolve questions through the use of Library and external resources including but not limited to internet searches, the Library intranet, library staff, and written documentation.
Highly skilled in Microsoft Office Suite.
Highly skilled in the use of cloud storage, shared document systems, and calendar management.
Enjoys learning and adapting to new technology. Enjoys training others in the use of new technology.
Demonstrated ability to multitask and comfortably work with shifting priorities and the redistribution of work assignments to meet challenging deadlines.
Support with the Library’s Equity Statement, found here:
https://www.prattlibrary.org/about-us/diversity-equity-inclusion
Ability to maintain the confidentiality of sensitive information.
Ability to remain poised and make good decisions in a demanding or fast-paced work environment.
Provide excellent internal and external customer service.
Ability to work sitting or standing at a desk for extended periods of time.
Navigate the building while talking with others in order to give tours that may last an hour or more.

Required Knowledge, Skills and Abilities:

(We reserve the right to withdraw this posting at any time due to overwhelming response.)

Position of Trust: Those under final consideration for appointment will be required to authorize the release of and successfully complete a criminal conviction check.

Financial Disclosure: This position is required to complete a Financial Disclosure pursuant to Sections 7-7, 7-8, and 7-9 of the City Ethics Law.

Please Attach Your Resume To Be Considered.

THE ENOCH PRATT FREE LIBRARY IS AN EQUAL OPPORTUNITY EMPLOYER

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