Library Services Coordinator (Meeting Space Coordinator)

Under limited supervision, serves as coordinator and supervisor of a specialized area. Responsible for planning, coordinating, and evaluating the assigned area and ensures that all services are in alignment with the library's strategic goals and are implemented effectively. Responsible for supervising, training, and evaluating subordinate staff, establishing standards for services and collections, researching and formulating long range goals, developing guidelines and procedures, and planning and evaluating programs, services, and goals. Reports to the Library Experience Manager.

The person in this position will manage the booking and coordination of Suffolk Public Library’s meeting spaces at all three locations through the library's online system, collaborate with library staff, community groups, and other external organizations to accommodate meeting space requests, gather and evaluate meeting space usage data, troubleshoot tech issues in the library’s meeting spaces, provide orientations to customers for the area’s first self-service library, ensure compliance with library policies and procedures related to meeting space usage, create trainings in collaboration with the Staff Learning and Development Supervisor to ensure continuity of service for the library’s meeting spaces, maintain the aesthetics of all meeting spaces through collaboration with Admin Services and the Library Experience Manager, and supervise staff.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions

• Coordinates and supervises the operations of a specialized area in the Suffolk Public Library System.
• Hires, trains, supervises, and evaluates subordinate staff and provides guidance to volunteers in the work to be performed and ensures compliance with library policies and procedures.
• Performs administrative duties such as preparing and analyzing statistical reports, performing outreach, monitoring discretionary spending of a limited budget, and delivering programs and events.
• Prepares statistical and financial reports for levels of service, attendance, transactions, etc. in specialized area assigned and as requested by management. Prepares and produces financial/budgetary reports monthly.
• Performs tasks at the circulation desk of the library including checking library materials in and out, preparing books to be shelved, registering and processing library cards, collecting materials for the book depository, and securing the library at the end of the business day.
• Directs, advises, provides, assists, and instructs patrons with locating library materials, answering reference and directional questions, and placing reserve requests.
• Maintains, selects, assigns, and develops a collection based on patron needs and interests.
• Receives, reviews, and responds to patron complaints.
• Attends or conducts staff meetings to exchange information; attends in-service training and/or professional classes, seminars, or conferences to further develop professional skills.
• May supervise, monitor and evaluate the operations and staff of a regional library or division and assist in the planning and implementation of library services in alignment with organizational vision, mission, values, and goals.
• May prepare and schedule staff and authorize leave to ensure an equitable distribution of work and adequate staffing to provide quality customer service; document and prepare quarterly and annual employee performance feedback to encourage, counsel, discipline and set goals for library staff; identify training needs and opportunities and develop training programs to provide staff with the skills to deliver quality service; contribute to staff meeting agendas and lead discussions to explore continued improvement opportunities, solicit feedback, promote teamwork and provide training; and lead or participate in a team process to develop criteria to interview, evaluate, and select candidates in order to hire the best applicants.
• May respond to internal and external customers in crisis by identifying concerns or complaints by using independent judgment, discretion, and negotiation skills to determine appropriate resolution.
• May identify and analyze building maintenance and equipment problems to determine course of action or solution to ensure safety, security, and comfort of internal and external customers.
• May document accident, personnel, and incident reports to comply with City, State, and Federal guidelines.
• May lead, facilitate, and participate in City and department teams to develop strategic plans, resolve problems, and improve current processes.
• May create, develop, and produce professional marketing items in all formats to promote classes and events.
• May plan, develop and maintain the Library’s web sites.
• May coordinate with media companies and resources to obtain cost effective advertising.
• May monitor, evaluate, and coordinate the integration of new technologies into library services.
• May provide timely and efficient technology support to staff and the community on a variety of technological equipment and resources.
• May learn, understand and incorporate emerging technology trends to predict the direction of change and design responsive library services and programs.
• May develop and provide training for staff and the community on new technologies and coordinate technology training for staff with the Staff Training and Development Coordinator.
• May staff Training and Development.
• May develops and implements a comprehensive staff development and training program.
• May utilize tools to conduct staff assessments; develop individual and/or group strategies; and analyze data to determine department current and future needs.
• May design and conduct training needs assessments; and design, monitor and analyze surveys.
• May develop strategies to meet training needs; and develop short and long-range plans and objectives for training and staff development programs.
• May plan, develop and conduct training to a diverse group; coordinate with library managers and other City departments to develop and/or provide access to web-based instruction to promote research skills and information literacy; and develop training objectives and monitor employee learning.
• May identify regional and national training resources.
• May maintain current knowledge of trends, policies, methods and technologies in the library field.
• May implement changes
• May planning and Development:
• May coordinate all development functions including fund raising, memberships, grantsmanships and sponsorships.
• May develop fund-raising programs including annual giving, planned giving, estate planning, and major gifts to raise the contributed income for the library; and plan and develop general, corporate and philanthropic membership programs to reach the target number of prospective members.
• May organize donor/member recognition and fund-raising events.
• May conduct strategic planning for the library in coordination with the City.
• May coordinate grant writing to fund special projects and programs.
• May coordinate donor and membership records.
• May coordinate efforts with the Friends of the Library, Library Foundation, and other related entities.
• May coordinate community engagement:
• May coordinate with outside entities to deliver library services outside the library buildings.
• May manage bookmobile operations, collections, and subordinate staff.
• May provide quality classes and events outside the library in coordination with the Outreach Services Manager and other staff.
• Performs related work as required.

Required Qualifications

A combination of higher education and/or experience equivalent to 7 years and 1 -2 years with supervisory responsibilities; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. Requires a valid driver’s license.

Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members

Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.

Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.

Paid Time Off (PTO)

Yearly earnings

120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)

Personal Leave

All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.

Health Insurance

Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.

Supplemental Insurances

Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.

Employer Sponsored Short Term and Long Term Disability

Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.

Flexible Spending Accounts

Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.

Life Insurance

The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.

Optional Life Insurance

Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.

Family and Medical Leave Act (FMLA)

12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.

Funeral Leave

24 hours of paid leave of absence in case of death in immediate family.

Holidays

Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.

Jury Duty

Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.

457 Deferred Compensation, ROTH IRA, Traditional IRA

Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.

Employee Assistance Program

Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.

Worker's Compensation

Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.

Pay Days

Employees will be paid on the 15th and last working day of each month.

Credit Union

A Suffolk Credit Union is available to employees.

Legal Services

Employees may prepay for access to legal assistance.

Notary Public Services

Services available in the Human Resources Department.