Program Specialist

Summary

Program Specialist

Oversees the designated Access Services group to deliver seamless operations and continuous coverage across all public service points.

Leads the recruitment, on boarding, scheduling, and evaluation of student assistants, collaborating with LT V staff. Reviews daily student reports to identify training needs or operational issues.

Designs, implements, and updates training programs for staff and student assistants covering library policies, workflows, and technical hardware/software. Recommends, arranges and participates in professional development opportunities.

Keeps abreast of emerging library technologies and standards.

Conducts regular check-ins and formal annual performance evaluations for staff and student assistants. Develops performance improvement plans as needed and submit formal reports to Library Human Resources.

Supports staff in managing difficult patron interactions. Assesses the issues and determines proper resolution such as authorizing policy exceptions, holding adjustments, and fee waivers within established guidelines.

Maintains active engagement with daily operations ensuring proper coverage of the public service desk.

Manages circulation services including access, circulation, and delivery services for library resources, including holds, digital document delivery, course reserves, AV media, and microfilm.

Oversees Business Window operations and supervises the billing supervisor (LT V) in operations including collecting fines/fees, inputting financial transactions, and reconciling daily revenue reports.

Monitors the student employee budget allotment and reports any discrepancies to the department chair and UHM Library Services Fiscal Office.

Plans, coordinates and manages special collection projects (inventory, shelf reading, shifting/relocation of materials) in collaboration with other departments.

Periodically reviews and assesses circulation services, online system capabilities, and workflows, developing and recommending efficiency improvements.

Supports the department chair in researching best practices at peer universities and recommends service additions, updates, or discontinuations to the department chair.

In collaboration with the department chair, establishes, implements, and monitors standard operating procedures (SOPs) based on library policies and industry best practices.

Compiles statistics and prepares comprehensive operational reports on circulation functions and special projects. Leads regular meetings with unit supervisors and briefs the department chair on operational updates.

Conducts periodic inspections of public facing service areas, including Circulation Counter, Business Office, AV/Microform Center, and study rooms, to ensure compliance with UH safety and quality standards.

Maintains an updated inventory of equipment for warranty and maintenance tracking. Processes repair or replacement requests for broken equipment, and maintain optimal supply levels for the department.

Oversees 3M Security Gate to ensure recording of daily counts, regular cleaning and arranges for service as needed.

Provides basic reference and library navigation assistance to patrons.

Supports general Access Services department tasks and special projects as needed.

Participates in UH system libraries Fulfilment Committee work.

Other duties as assigned

Minimum Qualifications:

Possession of a baccalaureate degree in Information Science, Communication, Humanities, or Social Sciences or related field, and 3 years of progressively responsible professional experience with responsibilities for providing administrative support or supervision within public services, access services, collection management, or resource circulation in a library, educational, or information management environment; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Considerable working knowledge of principles, practices and techniques in the area of information management specific to library materials access and circulation services as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with the organizing and providing of access to information resources and library services.

Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.

Demonstrated ability to operate a personal computer and apply word processing software.

If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Knowledge of library collection organization and management.

Knowledge of and experience in using or working in an academic library setting.

Knowledge and experience using an integrated library management system (Ex Libris or other similar programs).

Experience supervising and training employees and others in technical processes, specialized equipment, and software use.

Excellent interpersonal and communication skills, with demonstrated ability to work effectively and collegially with diverse individuals and groups.

Demonstrated ability to provide public-facing service transactions.

Proven ability to resolve complex problems using sound judgment, innovative reasoning, and effective prioritization.

Strong organizational, planning, and project management skills, with the ability to manage multiple priorities and meet deadlines.

Experience preparing and monitoring budgets and reporting on allocated funds in compliance with established guidelines and governmental policies.

Ability to evaluate operations, analyze data, and make evidence-based recommendations for improvement.

Skill in drafting, proofreading, and editing accurate reports and procedural and training documentation for support staff and student assistants.

Desirable Qualifications:

Experience working within an academic community.

Familiarity with University of Hawai'i at Manoa Library systems, policies, and procedures.

Experience managing and supervising study room bookings, holds requests, course reserves.

Experience with using and managing microformats (Microfilm, microfiche) collections and viewing equipment.

Experience with fiscal/business transactions for the collection of fines and fees.

Proficiency with databases, spreadsheets, and office productivity software to compile, manage, and present data.

Job Description

Program Specialist

Oversees the designated Access Services group to deliver seamless operations and continuous coverage across all public service points.

Leads the recruitment, on boarding, scheduling, and evaluation of student assistants, collaborating with LT V staff. Reviews daily student reports to identify training needs or operational issues.

Designs, implements, and updates training programs for staff and student assistants covering library policies, workflows, and technical hardware/software. Recommends, arranges and participates in professional development opportunities.

Keeps abreast of emerging library technologies and standards.

Conducts regular check-ins and formal annual performance evaluations for staff and student assistants. Develops performance improvement plans as needed and submit formal reports to Library Human Resources.

Supports staff in managing difficult patron interactions. Assesses the issues and determines proper resolution such as authorizing policy exceptions, holding adjustments, and fee waivers within established guidelines.

Maintains active engagement with daily operations ensuring proper coverage of the public service desk.

Manages circulation services including access, circulation, and delivery services for library resources, including holds, digital document delivery, course reserves, AV media, and microfilm.

Oversees Business Window operations and supervises the billing supervisor (LT V) in operations including collecting fines/fees, inputting financial transactions, and reconciling daily revenue reports.

Monitors the student employee budget allotment and reports any discrepancies to the department chair and UHM Library Services Fiscal Office.

Plans, coordinates and manages special collection projects (inventory, shelf reading, shifting/relocation of materials) in collaboration with other departments.

Periodically reviews and assesses circulation services, online system capabilities, and workflows, developing and recommending efficiency improvements.

Supports the department chair in researching best practices at peer universities and recommends service additions, updates, or discontinuations to the department chair.

In collaboration with the department chair, establishes, implements, and monitors standard operating procedures (SOPs) based on library policies and industry best practices.

Compiles statistics and prepares comprehensive operational reports on circulation functions and special projects. Leads regular meetings with unit supervisors and briefs the department chair on operational updates.

Conducts periodic inspections of public facing service areas, including Circulation Counter, Business Office, AV/Microform Center, and study rooms, to ensure compliance with UH safety and quality standards.

Maintains an updated inventory of equipment for warranty and maintenance tracking. Processes repair or replacement requests for broken equipment, and maintain optimal supply levels for the department.

Oversees 3M Security Gate to ensure recording of daily counts, regular cleaning and arranges for service as needed.

Provides basic reference and library navigation assistance to patrons.

Supports general Access Services department tasks and special projects as needed.

Participates in UH system libraries Fulfilment Committee work.

Other duties as assigned

Minimum Qualifications:

Possession of a baccalaureate degree in Information Science, Communication, Humanities, or Social Sciences or related field, and 3 years of progressively responsible professional experience with responsibilities for providing administrative support or supervision within public services, access services, collection management, or resource circulation in a library, educational, or information management environment; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Considerable working knowledge of principles, practices and techniques in the area of information management specific to library materials access and circulation services as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with the organizing and providing of access to information resources and library services.

Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.

Demonstrated ability to operate a personal computer and apply word processing software.

If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Knowledge of library collection organization and management.

Knowledge of and experience in using or working in an academic library setting.

Knowledge and experience using an integrated library management system (Ex Libris or other similar programs).

Experience supervising and training employees and others in technical processes, specialized equipment, and software use.

Excellent interpersonal and communication skills, with demonstrated ability to work effectively and collegially with diverse individuals and groups.

Demonstrated ability to provide public-facing service transactions.

Proven ability to resolve complex problems using sound judgment, innovative reasoning, and effective prioritization.

Strong organizational, planning, and project management skills, with the ability to manage multiple priorities and meet deadlines.

Experience preparing and monitoring budgets and reporting on allocated funds in compliance with established guidelines and governmental policies.

Ability to evaluate operations, analyze data, and make evidence-based recommendations for improvement.

Skill in drafting, proofreading, and editing accurate reports and procedural and training documentation for support staff and student assistants.

Desirable Qualifications:

Experience working within an academic community.

Familiarity with University of Hawai'i at Manoa Library systems, policies, and procedures.

Experience managing and supervising study room bookings, holds requests, course reserves.

Experience with using and managing microformats (Microfilm, microfiche) collections and viewing equipment.

Experience with fiscal/business transactions for the collection of fines and fees.

Proficiency with databases, spreadsheets, and office productivity software to compile, manage, and present data.