Head of Collection Management, Saint Mary’s College, Moraga, CA

Salary: Depends on Qualifications

Opening Date: 09/03/19

Closing Date: 10/04/19 11:59 PM


Founded in 1863, Saint Mary’s is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary’s currently enrolls more than 4,000 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity.


Reporting to the Dean for Library and Academic Resources, the Head of Collection Management oversees the operational management, administration, acquisitions, and discovery and access to scholarly resources in all formats. This position is responsible for establishing and implementing technical collection support services, policies, standards, best practices and procedures for the Library. The Head is responsible for the oversight of $1.6M of funds for new Library materials, managing a department of four (3.8FTE) consisting of three non-exempt staff who acquire and make available for the college community 3,000 – 5,000 books, standing orders and media resources, 90Kjoumals and over 200 databases, with over 5,000 orders and 1,000 invoices approved annually; through planning, goal-setting, problem-solving and evaluation, including assessment of staff, vendors, processes and procedures. The Head is the Collection Development Team Leader, collaborating with 11 librarian subject selectors and is a member of the Dean’s Academic Resources Leadership Cabinet. The Head serves as Library liaison to various campus committees, constituencies, and with external organizations. As assigned, this individual will also be a subject liaison responsible for collection development, general and subject specialized reference, and information/research instruction working with students and faculty.

This position involves additional areas of responsibility; research assistance, information literacy instruction, and collection/resource development for a specific discipline.


Develops annual Collection Management departmental plans, including staff performance objectives; coordinates activities and priorities with other managers; participates in cross- departmental teams; documents and communicates plans and activities. Establishes policies and procedures, including Collection Development Policy; sets guidelines and annual goals for Collection Development Team subject selectors. Analyzes data and makes decisions and recommendations. Recommends budget, staffing, equipment, and facilities

necessary to carry out the Collection Management functions. Assesses procedures, vendors, collection quality and contributes to the annual reporting of collection size and growth. Participates in Library wide planning and policy development.Responsible for the oversight of over $1.6M in Library materials funds. Develops annual budget requests and allocations, establishes tracking procedures. Acts as liaison to the Business Office on questions of policy and procedure for materials purchased. Coordinates with the Dean on the use of endowment, gifts, budget enhancement, revenue, and other materials funds.


Direct supervision of Collection Management Department staff, including 3.8 paraprofessional staff; indirect supervision of an additional 1 FTE paraprofessional staff; indirect supervision of 1.2 student assistants; coordination of 11 librarian subject selectors. For departmental staff, recommend appropriate staffing levels to carry out departmental functions including expansion, reduction, transfer or reassignment; recruit, hire, train, supervise, and evaluate directly reporting departmental staff. For Collection Development Team members, recommend workload and guidelines, allocation of responsibilities, annual service plans, and provide annual selector evaluation.

Collection Management

Establishes criteria, evaluates, selects, and negotiates licenses with appropriate vendors for the purchase of books, standing orders, media, periodicals and electronic resources. Maintains knowledge of and relationships with, vendors and their competitors. Establishes materials acquisition and processing and preservation procedures. Consults with the Head of Cataloging to ensure accurate and dynamic public bibliographic access to Library collections. Provides for bibliographic access tools for periodicals and electronic resources. Oversees the maintenance of accurate periodicals records in various union lists. Negotiates license agreements for electronic resources, periodicals and standing orders. Provides for annual selection of ongoing resources. Along with the Head of Cataloging, coordinates weeding and deselection efforts, including cancelation of ongoing resources. Manages the Innovative Sierra Acquisitions and Serials subsystems, including order records, payment records, check-in records, fund codes and hierarchies; produces annual reports of collection size and growth and expenditures; carries out the annual fiscal close.

Technology Oversight

Identifies emerging technologies that enhance and improve access to Library collections. In consultation with Library Management, sets priorities for acquiring and implementing the best among new technologies. Provides top-level problem solving of? technologies, especially those that impact student and faculty research and those that interface between multiple vendors, such as OCLC/YBP/Innovative. Examples of technologies include electronic resource management systems, open URL linking, acquisitions ordering and tracking systems, Serials Management Systems, periodical list and discovery layer products.

Library Subject Specialist (departments or programs to be determined)

Supports courses through in-depth research support to faculty and students, instructs classes for undergraduate students, and builds print and electronic collections. Stays abreast of course content, faculty research activities, and understands the research-based assignments students receive in all classes taught in these fields. In addition, monitors the publishing patterns and content for these fields and ensures that the Library’s collections supports the teaching, research, and learning needs of the students and faculty.


Provides research advice and assistance in person and via telephone, email, instant messaging, and text messaging to all students, faculty, and staff and a range of non-SMC users. Assesses users’ information needs through the reference interview process and instructs users in the use and interpretation of the Library’s resources. Exhibits a broad understanding of the curriculum in assisting students with the successful completion of academic research assignments. Works 5+ hours per week at the reference desk answering in-depth queries from students and faculty in in-person, by appointment, email, text messaging, and telephone. Actively participates in Reference Team meetings. Stays current on issues, best practices, and technologies related to the provision of reference service. Seeks out training in new sources and techniques.

Collection/Resource Development

Responsible for understanding faculty research activities, the curriculum, student research assignments, publishing trends, and scholarly communications channels in order to use the best possible judgment in shaping the collections to meet the needs of the scholarly community. Stays abreast of publishing patterns in assigned fields of responsibility; understands and follows the Library’s Collection Development Policy and procedures, develops and maintains knowledge of the overall Library collection and resources; and develops expertise in the specialized resources particular to discipline areas for which the incumbent is responsible. Serves as Subject Selector, and actively works with faculty departmental liaisons to develop priorities for selection, and selects new materials, maintaining an appropriate collection of books, journals, databases, media, and related resources in both print and digital formats; expending annual funds allocated for new materials, and continuing funds devoted to ongoing resources in these fields. Participates in the selection of gifts and in weeding the collection; develops and maintains Subject Statements and Core Periodicals lists. Identifies and works with campus non-academic departments related to the discipline areas to promote library use and to coordinate resource selection. Develops and maintains web site resources for assigned discipline areas. Provides Library Resource and Information Literacy reviews for proposed new courses, programs, and program reviews within assigned discipline areas. Participates in Collection Development Team Meetings and discussions. Is expected to work positively and collaboratively across the Library’s areas of collection responsibility to shape the best possible set of scholarly resources to support SMC’s learning, teaching, and research activities.


Provides formal instruction services to students, faculty, and staff. Primarily responsible for meeting the instruction needs of faculty and students in the assigned subject areas. Develops new instruction sessions as needed for new courses, revises and updates existing class instruction sessions. Develops Web-based subject guides for appropriate fields, subfields, and, when appropriate, specific courses/assignments. In addition to subject-focused instruction, may provide, along with instruction colleagues, annual instruction sessions for English composition, English argument & research classes; First Year Academic Cohort (FY AC) classes; and occasional non-academic support groups (e.g. Student Life or Human Resources). Maintains an annual record of instructional activities, participates in the work of the Instruction Team, stays current with new teaching ideas and techniques pertinent to library instruction and professional trends and best practices in this area.

Contributions to the College, Profession, and Professional Development

For example:

Serves on library and college committees as assigned. Maintains membership and involvement with appropriate professional associations, such as ALA and SCELC. Contributes service to professional and/or college community endeavors.

Experience and Qualifications:

Education Required: ALA-accredited MLS

Education Preferred: second subject Master’s


Minimum 7 years professional Librarian experience required. Position will be appointed at the Associate Librarian rank. (SMC library and do not have tenured status.)

Demonstrated ability to work collaboratively coordinating efforts of others across departmental lines and successful experience working in a team environment. Substantial knowledge of publishing marketplace and trends, including awareness of NISO standards and emerging standards and recommended practices. Demonstrated successful experience as a subject selector and experience and knowledge of collection development processes required. Successful track record of administering and allocating complex, multi-disciplinary budgets. Demonstrated understanding of and experience with collection development budget allocation models and best practices. Proven success at supervising and managing diverse staff with time dependent, highly detailed and technical responsibilities. Significant experience coordinating professional staff effectively without direct supervisory responsibility. Technical experience using national bibliographic utilities required. Experience working with library consortia and vendors for the purchase of electronic resources, including license agreement negotiation. Substantial experience with major integrated library systems required, preference given to candidates with experience with Innovative Sierra. Desired experience supervising technical staff who manage, develop and troubleshoot highly technical systems including hardware and software, such as integrated systems incorporating acquisitions and serials control modules. Prefer experience with acquisitions processes including vendor selection, establishment of funds tracking; periodicals and electronic resources tools including Open URL, ERM’s, Serials List management. Desired experience providing reference and instruction to a variety of users. Excellent organization, written and communication skills are essential.

Skills/ Abilities:

Proven abilities in problem-solving and troubleshooting complex integrated library systems including systems that work across multiple vendors such as integrated library systems, vendor purchasing systems, invoicing systems, and Discovery layer products. Subject expertise in areas in which the college teaches undergraduate or graduate courses preferred.

Other Requirements: Weekend/Evening Reference Service is rotated among professional Librarian staff. Travel for professional development activities.

Supplemental Information: Application Instructions: Please apply on-line at http://jobs.stmarys-ca.edu

  1. Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College
  2. A resume
  3. The name and contact information for three (3) professional references.

In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.

Saint Mary’s is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary’s College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary’s College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Applications may be filed online at: http://jobs.stmarys-ca.edu

1928 Saint Mary’s Road
Moraga, CA 94556

Position #2015-1602387 Library – Head of Collection Management ER

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