SECTION HEAD RESPONSIBILITIES
September 11, 1998
Prepared by Shirley Higgins August 6, 1998
Approved by Section Heads August 6, 1998

 

SUPERVISORY RESPONSIBILITIES

Administration

  1. Prepares job descriptions for staff [and students].
  2. Develops performance standards in consultation with staff.
  3. [Develops performance standards for student employees.]
  4. Communicates job expectations to staff [and students] (e.g., job description, performance standards, work rules, and procedures).
  5. Assigns responsibilities, projects, and workload for Section staff [and students].
  6. Schedules staff to work in the Section.
  7. Provides supervisees with consultation time.
  8. [ Provides guidance to Library Assistants on supervision of Student Assistants.]

Evaluation

  1. Provides ongoing observation and behavioral feedback to employee(s) regarding their performance.
  2. Prepares and conducts staff performance evaluations, including communicating and discussing the results with supervisee(s).
  3. Has the authority to apply corrective/disciplinary action, up to discharge of supervisee(s), in consultation with the Department Head and Library Human Resources.
  4. Has the authority to resolve supervisee(s)complaints and/or requests for grievance or administrative review, in consultation with the Department Head and Library Human Resources.
  5. Prepares performance award recommendations as appropriate.

Hiring

  1. Recruits staff personnel [and hires student assistants] according to University policies and procedures.

Training and Development

  1. Trains staff in all aspects of job assignments and revises the work of staff until they achieve a level of independence commensurate with their classifications.
  2. Develops training programs and assists in training other staff in [cataloging] tasks and functions.
  3. Provides for the development of subordinates in relation to organizational needs through guidance and training, and by providing access to other career development resources.

SECTION MANAGEMENT RESPONSIBILITIES

  1. Establishes workflow, sets priorities, and develops policies and procedures for the Section in coordination with other Catalog Dept. sections [and other individuals or departments in the UCSD Libraries.]
  2. Monitors workflow and workload and distributes work according to priority, level of expertise required, language and format.
  3. Facilitates weekly Section meeting to communicate information to staff and to solicit input.
  4. Maintains and encourages good communication within the section, and between the section and other individuals, sections, and departments.
  5. Performs staffing analysis, automation needs assessment, and supply and equipment assessment for the section and makes appropriate recommendations or requests to the Section Heads Group.
  6. Prepares and monitors General Assistance budget for the section.
  7. Resolves problems/discrepancies which are beyond the expertise of supervisee(s).

DEPARTMENTAL MANAGEMENT RESPONSIBILITIES

  1. Shares responsibility for promoting the mission and goals of the UCSD Libraries within the Catalog Dept.
  2. Shares responsibility for Catalog Dept. personnel and resource management:


    1. Reviews and submits for review all new or updated Catalog Dept. Staff job descriptions.
    2. Makes classification recommendations when reclassification requests are submitted.
    3. Advises the Catalog Dept. Head regarding: the assignment of staff positions; the development of the Catalog Dept. GA, operations, and automated equipment budget requests; and, the disbursement and/or expenditure of departmental GA, operations, and automated equipment funds.

  3. Shares responsibility for the development and implementation of new Catalog Dept. policies and procedures, and for the continuous improvement of work processes.
  4. Recommends and adapts new technologies into the operations of the department and recommends or gives training needed.
  5. Shares responsibility for ensuring timely, accurate, and appropriate communication of information occurs within sections, between sections, and from sections to the Section Heads Group and vice versa.

CATALOGING COMMITTEE RESPONSIBILITIES

  1. Serves as a member of the Cataloging Committee which is responsible for promoting shared cataloging principles, policies, and procedures among the UCSD Libraries by:


    1. Developing, implementing, and coordinating librarywide cataloging procedures, projects, and workload studies;
    2. Identifying needed policies or other issues related to cataloging activities and reporting them to the AUL User Support Services; and
    3. Disseminating cataloging procedural information to represented departments or units.

SUPERVISORY AND MANAGEMENT SKILLS AND KNOWLEDGE

  1. Working knowledge of UCSD and Library personnel policies and procedures for staff and students to hire, supervise, write performance evaluations, and handle disciplinary action.
  2. Working knowledge of the University of California Personnel Policies for Staff Members manual.
  3. Working knowledge of relevant collective bargaining agreements to insure and facilitate legal and fair supervisory practices within the unit.
  4. Detailed knowledge of Library Assistant series concepts and UCSD guidelines for implementation of them, and the Catalog Dept. matrix Cataloging-Related Assignments by Level, sufficient to classify positions appropriately and to delegate tasks appropriate to the classification level.
  5. Working knowledge of supervisory techniques and theories sufficient to supervise staff [and student] employees effectively.
  6. Skill in interviewing and determining the qualifications of candidates during the recruitment and selection process for library assistants and student assistants.
  7. Ability to train, instruct, assess training needs, and provide necessary training sessions and materials as appropriate.
  8. Ability to motivate staff by directing them towards appropriate goals and objectives and by encouraging individual development of skills and interests.
  9. Ability to set standards and to clearly communicate them orally and in writing.
  10. Ability to analyze career and casual staff positions and identify functions and tasks and the skills and knowledge required to perform them.
  11. Ability to write detailed, accurate job descriptions.
  12. Ability to monitor and evaluate the work of others and to provide skill-building and/or corrective feedback.
  13. Ability to write clear, concise, and objective performance evaluations and merit reviews of employees.
  14. Skill in appraising, organizing, and prioritizing the workload of the unit to meet the needs of the department while maintaining high standards for quality and quantity of production.
  15. Skill in evaluating the work of the unit and employee duties in order to assign responsibility to appropriate staff effectively and within classification.
  16. Ability to formulate procedures and clearly communicate them orally and in writing.
  17. Ability to administer policies and procedures.
  18. Skill in analyzing existing policies and workflows to make recommendations for changes or improvement, or to correct any problems which may exist.
  19. Well developed interpersonal skills including tact, diplomacy, and flexibility in order to work with a variety of individuals in differing roles and in a variety of situations.
  20. Skill at developing and maintaining a cooperative work environment for staff by relating positively and clearly to those supervised; by interacting cooperatively with those supervised and others; and by being available and responsive to concerns, problems and questions.
  21. Skills in negotiating and exchanging ideas and information with others to formulate appropriate policies and programs.
  22. Working knowledge of the departmental organization and individual staff responsibilities within the Catalog Department.
  23. Working knowledge of procedures followed in other Catalog Department units as they relate to one's own unit.
  24. Familiarity with the organization and staff responsibilities of other Library departments as they relate to the Catalog Department.
  25. Ability to communicate and coordinate workflow and procedures with other units and departments in the Central Library and branches.
  26. Time management skills sufficient to manage multiple and/or diverse responsibilities concurrently, including organizing work, setting and maintaining priorities, meeting deadlines, and meeting quality and quantity standards.
  27. Ability to consistently perform under the pressure of a heavy workload, frequent interruptions, and with limited space, budget, and personnel.
  28. Ability to demonstrate creativity and initiative in identifying and responding to problems.
  29. Ability to manage space, equipment, and material resources.
  30. Ability to effectively plan, prepare, and monitor GA budgets for ongoing operations as well as special projects.
  31. Ability to communicate clearly in writing and to compose reports, business correspondence, letters of recommendation, in-house memos, and other documents as necessary.
  32. Skill in accurately recording, compiling, and analyzing statistical data sufficient to prepare statistical reports for budget requests, annual reports, workload and workflow analyses, or other special reports as necessary.
  33. Ability to scan written material and extract pertinent information.
  34. Ability to organize documentation.
  35. Working knowledge of UCSD Libraries Student Handbook and the Catalog Department Student Orientation Handbook.
  36. Ability to encourage individual development of career skills and interests in relation to organizational needs.