Assistant Director of Building Services & Operations

Department

Library Administration - Facilities - Shipping Administration

About the Department

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff.
As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and university holidays), we’re committed to providing benefits and a work environment that matters!

Job Summary

The Assistant Director for Building Services and Operations manages the Library’s Shipping and Receiving department by supervising 3 FTEs. This role also works closely with the Library Budget Director and Finance Manger to purchase and approve administrative orders. As Part of the Building Services team this position manages Building Services staff to complete tasks and in the absence of the Director of Building Services and Operations. The Assistant Director also serves as workday approver for the department and is the administrative liaison to Library Human Resources.

Responsibilities

• Supervises Building Services and Shipping staff.

• Establishes routes and schedules for both inside and outside messengers.

• Oversees pick-up and distribution of U.S. Mail, packages, and books. Answers questions concerning postal regulations; ensures observance of regulations for domestic and international mail.

• Responsible for the shipping department budget, including metered mail, the contracting of movers, and department supplies. 

• Maintains and schedules pickups of gifts to the Library; accepts shipments and distributes to destination; contacts shipping companies to arrange for outgoing shipments; completes shipping forms, insurance forms, etc.

• Serves as purchasing manager for the department and the Library at large.

• Responsible for ensuring operation and regular maintenance of shipping & receiving equipment, including van, printers, carts, overhead doors, lifts, etc.; authorizes purchase of gas and other operating necessities; determines need and orders repair service; may drive vehicle in absence of regular messenger.

• Supports routine building management and maintenance.

• Assists in placing and monitoring status of work requests.

• Assist with communication of work order status to Library staff.

• Provides access and direction to facilities staff and contractors.

• Provides support on Library building projects and initiatives.

• Provides event services and planning support.

• Hires, evaluates, and conducts performance evaluations. Plans and assigns work; exercises quality and quantity controls.

• Maintains shipping and receiving activities and records. Resolves related shipping, receiving, and distribution problems. Coordinates with vendors and Budget to ensure that quality and pricing of suppliers and equipment meet expectations.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience. (Required)

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Associate Degree or an equivalent combination of education and experience.

Experience:

• At least one year related experience working in shipping and receiving.

• At least one year of supervising bargaining unit staff.

• At least one year building management experience.

Technical Skills or Knowledge:

• Valid driver’s license.

• Working knowledge of word processing, spreadsheet and database software.

• Ability to organize and communicate well with others.

• Willing to assume responsibilities and make decisi