Library Director of Budget and Operations (Exempt)

Library Director Of Budget And Operations (Exempt)

Join Us at USF's Gleeson Library At the University of San Francisco's (USF) Gleeson Library we are looking for a collaborative, detail-oriented professional to help keep our library running smoothly. As Director of Budget and Operations, an on campus position, you'll work with a supportive team to coordinate financial processes, oversee our busy Access Services department, and keep things on track behind the scenes. This role is perfect for someone who enjoys balancing numbers with people, solving problems, and making a difference in how the Library serves the USF community. You'll have opportunities to grow, contribute to big-picture planning, and be part of a mission-driven environment where your work matters every day. This is not a remote position.

Overview The Gleeson Library Director of Budget and Operations (Director) plays a key role in overseeing the library's day-to-day financial operations, Access Services department, and related activities running smoothly in support of the University of San Francisco's (USF) mission and the evolving goals of Gleeson Library. In partnership with and reporting to the Library Dean, the Director helps align their work with the Library's goals, with a focus on efficiency, effectiveness, and providing excellent service to students, faculty, and staff. This is a collaborative role that works closely with colleagues across the library to make the best use of resources and ensure Access Services operates effectively.

The Director is a member of the Library Leadership Team, contributing ideas, solutions, and support to help the Library thrive. Budget and Resources Reporting to the Dean or their designee, the Director works closely with the library Budget Manager, the Department Head for Metadata & Collection Management, and other department heads to track, report on, and manage the library budget in a consistent and team-oriented way. The Director also coordinates with campus partners such as Accounting & Business Services, Purchasing & Ancillary Services, Facilities Management, Events Management, and Center for Institutional Planning and Effectiveness (CIPE) when needed. The Director will have support from staff in the Metadata & Collection Management department (for processing library materials invoices) and the Dean's office Budget Manager (for other types of invoices and payroll reconciliation tasks) to ensure the overall library budget is accurately managed and reported.

Access Services and Operations The Director supervises the library's Access Services department, which includes OPE staff and student employees. The department is led day-to-day in large part by an OPE Lead and is staffed approximately 90 hours per week during the fall and spring semesters. Access Services is the library's front line for visitors and the Director also coordinates facilities-related needs for the library, working with USF's facilities team on a variety of building-related projects.

Job Responsibilities

Responsibilities for the Director include :

• Help ensure the Library's Strategic Plan is reflected in related financial and operational processes.
• Manage developing professional, transparent, and consistent financial processes.
• Serve as a member of the Library Leadership Team.
• Participate in planning, evaluation, and program review activities within the Library.
• Communicate and cooperate effectively with Library and University units.
• Represent the Library on University committees.
• Assist with forecasting, accounting, budgeting activities, and end-of-year closing processes.
• Develop, revise, and streamline procedures to improve efficiency in daily financial operations, including non-collections monthly and fiscal year-end closing processes, variance analysis, and internal financial reports.
• Ensure the timely and accurate payment of library operating expenses (excluding collections - e.g books, journal subscriptions, database - purchases).
• Work with both restricted and unrestricted funds.
• Support the Library Development Fund committee and other projects as assigned by the Dean.
• Oversee monthly reconciliation for librarian purchasing cards and ensure compliance with University policies and procedures.
• Ensure payroll and compensation expenses are accurately reflected in the budget in coordination with the Library Budget Manager.
• Maintain accurate records of gift, grant, and restricted fund activity and reporting in collaboration with the Library Dean.
• Maintain open, collaborative communication with relevant stakeholders, including Facilities Management.
• Coordinate relationships with library tenants (e.g., Student Disability Services, ITS, Learning / Writing / Speaking Centers, Thacher Gallery, etc.).
• Participate in disaster planning for library units.
• Coordinate requests for and use of library spaces by internal and external groups.
• Provide overall leadership for the Access Services department in collaboration with the Access Services OPE Lead, engaging in day-to-day operations as needed.
• Facilitate collaboration between Access Services and other library departments.
• Manage coordination of staffing records and work hours with Associate Dean(s), Department Heads, OPE Leads, the Library Dean's Office, and Human Resources in compliance with University policy.
• Perform other duties as assigned by the Dean and / or Associate Deans.

Requirements

Undergraduate degree in business, finance, MIS, management or related field. At least seven years of financial, budget, or related management experience, preferably in a University setting. At least 10 years of overall business experience. Excellent computer skills (word processing), spreadsheets (e.g. Excel), data / financial reporting tools (e.g. Tableau, Banner, Workday). Strong communication skills. Ability to represent the Library within USF. Commitment to USF's Mission, Vision and Values. This position requires the employee to work on campus 5 days a week.