Access Services Manager for Gutman, Ernst Mayr, and Music Libraries

Job description

**Although the position will remain posted until filled, applicants are strongly encouraged to apply by the end of the day on Friday, August 7, 2026.** **This is a 1-year term-limited position with potential for renewal**​​​​​​. Job Summary: Access Services is dedicated to advancing the mission of Harvard Library by providing exceptional service, fostering a welcoming and inclusive environment that supports academic research and inquiry, and carefully stewarding the University’s collections. Access Services connects the academic community to a broad array of library resources, ensuring equitable access for users with diverse abilities. By collaborating with students, scholars, and professionals, we actively support the teaching and scholarly pursuits of the University, extending our impact to the Harvard community and beyond. Reporting to the Associate Director of Access Services for Professional School Libraries, the Access Services Manager is a working manager who leads Access Services operations and staff at the Monroe C. Gutman Library at the Harvard Graduate School of Education, the Ernst Mayr Library of the Museum of Comparative Zoology, and the Eda Kuhn Loeb Music Library. The manager supervises staff and student workers; oversees circulation services, stacks management and maintenance, course reserves, resource sharing services, facilities, and equipment; and assists patrons in identifying, accessing, and using library resources in the associated libraries. This highly visible role operates in a busy environment, requires substantial knowledge of library systems and procedures, and performs with a high degree of judgment and autonomy. The position is a member of the Access Services Extended Leadership Team (ELT), a collaborative group that includes all Access Services managers and members of the Access Services Senior Leadership Team (SLT). The regular schedule for this position is Monday through Friday, 9am–5pm. The schedule and assigned hours may change throughout the year based on the academic calendar, library hours of operation, and departmental needs. Work may be required during holidays, inclement weather, and official University closings. Approval of time off during these periods is at the discretion of their Associate Director based on business needs. Job-Specific Responsibilities: Staff Management and Leadership Lead, direct, and supervise daily Access Services operations at assigned libraries, setting high patron service standards, mentoring and managing Access Services staff, and fostering a creative, collaborative, team-oriented work environment. Ensure units meet operational and communication expectations. Plans and prioritizes daily workflows for Access Services staff at assigned libraries; assigns tasks and projects to team members; and adjusts staffing as needed to meet service demands. Recruit, develop, coach, and performance manage team members; set clear expectations and goals, provide ongoing feedback, conduct performance reviews, address performance issues, and support employee growth and succession planning, in consultation with the Associate Director, to promote an inclusive and innovative work environment. Maintain regular communication with their Associate Director on team performance, staffing, workload, risks, and employee relations matters; proactively escalates issues, provides timely updates, and ensures alignment on priorities, decisions, and organizational objectives. Communicate regularly with timeliness, including having meetings with regular cadence, with the local leadership of the assigned libraries. Communicate departmental goals, policies, procedures, and best practices through staff meetings, one-on-one conversations, and written documentation. Develop, document, and refine procedures and workflows to enhance efficiency, service quality, and user experience. Coordinate activities with other Access Services units and work collaboratively with colleagues to solve complex, time-sensitive problems to achieve common organizational goals. Operations Management Manage service points and work areas associated with circulation services. Ensure accurate and timely circulation desk services such as checkout, check-in, renewals, holds, recalls, etc. Communicate and enforce library policies and support collection security measures. Ensure teams are trained in and support centralized digital course reserves services for courses served by assigned libraries. Communicate reserves policies and procedures to students, faculty, teaching staff, and make referrals to centralized course reserves staff. Manage, train, and/or oversee scanning and other onsite reserves workflows based in assigned libraries. Provide and train staff to provide basic information support (Tier 1), answering patron questions or referring them to appropriate subject specialists or Harvard Library units. Collaborate with reference and research librarians and/or library directors to maintain effective local referral processes. Ensure that staff deliver high-quality, user-centered customer service. Stay informed about new information resources, software tools, and policy changes relevant to assisting patrons and share updates with staff. Assist and train staff to assist users with disabilities in accessing library spaces and materials, in coordination with appropriate University offices. Support and communicate guest policies and procedures to ensure equitable and consistent access. Manage access to onsite and offsite collections, collaborating with library directors or their designees on collection management projects. Manage ongoing shelving and stacks maintenance in assigned libraries to ensure materials are available, properly shelved, and in good condition. Coordinate shelf reading, shifting, and other stacks activities. Oversee staff responsible for transfers to offsite storage and ensure accurate and timely updating of item records and physical processing in accordance with Harvard Library standards. Manage and support on-site resource sharing activities, including processing Scan & Deliver, Borrow Direct, and Interlibrary Loan requests. Help troubleshoot workflow, systems, and equipment issues in collaboration with Resource Sharing staff and other units to maintain efficient and reliable service. Maintain patron-facing equipment, including photocopiers, scanners, self-checkout (e.g., MeeScan), book lockers, public computer workstations, public printers, microform readers, and circulating equipment (e.g., laptops, chargers, cameras, audio recorders). Coordinate with Library Technology Services, service owners, or vendors as needed for repairs, maintenance, and upgrades. Monitor building conditions in assigned libraries and coordinate with facilities operations and preservation services to address environmental issues and other problems affecting collections. Conduct periodic building walkthroughs to ensure a safe, accessible, and welcoming environment for all users. Project Management Works with their Associate Director to obtain approval before initiating projects involving collections at the assigned libraries. Direct collection projects in assigned libraries from initiation through completion. Develop clear project plans, timelines, and deliverables; define scope; assign staff and student workers; and adjust workflows as needed to meet deadlines. Maintain and analyze project statistics and other relevant data to track progress, identify issues, and inform decisions; ensure that project tasks remain within the scope of the approved plan and are completed on time and within available resources. Work collaboratively across library units (e.g., Access Services locations, Information and Technology Services (ITS), collection management, and public services) to coordinate activities, align priorities, and resolve issues that affect project outcomes and user experience. Develop, document, and refine project-related procedures and workflows to promote consistency, efficiency, and high-quality service across locations; communicate project goals, roles, and expectations clearly to all participants. Provide guidance, training, and ongoing support to staff and student workers participating in projects, ensuring they understand project objectives, timelines, and standards; monitor performance and provide feedback throughout the project lifecycle. Communicates about the progress of the project regularly with their Associate Director and local leadership of the assigned library. Extended Leadership Team Actively participate in the Access Services Extended Leadership Team (ELT), to guide departmental priorities and decision-making in collaboration with the Senior Leadership Team (SLT). Contribute to strategic planning and implementation for Access Services, including the development, communication, and assessment of plans, policies, and service initiatives. Support and advance a positive, inclusive, and equitable work environment, fostering a sense of belonging and consistently modeling organizational values in daily operations and interactions. Other Duties: Participate in library wide task forces, working groups, and committees as appropriate. Contribute to the overall goals of Access Services and Harvard Library. Other duties assigned, consistent with the functions of the work unit and level of responsibilities of the role. SUPERVISORY RESPONSIBLITIES: Directly supervises 5 FTE Access Services staff across assigned libraries. Indirectly supervises, hires, trains, and schedules student workers and/or LHTs/temps supporting Access Services activities in assigned locations. Basic Qualifications: Master’s degree in Library Science (MLS/MLIS) or equivalent education or work experience required. Minimum of 3 years of academic library experience with a strong public service orientation. Minimum of 3 years of supervisory experience. Minimum of 3 years of experience at GLAM (galleries, libraries, archives, museum) or related organization. Additional Qualifications and Skills: Demonstrated experience in supervision and performance management of staff, students, or contingent workers, including successful staff development. Record of successful collaboration in complex and/or matrixed organizations. Demonstrated ability in project management, including planning, communication, assessment, and delivery of complex projects. Demonstrated ability to make data-driven decisions. Demonstrated ability to analyze workflows and trends to improve service benchmarks and staff capacity. Demonstrated ability to set priorities, multitask, and meet deadlines. Excellent oral, written, and interpersonal communication skills, including effective use of multimodal communication tools. Flexibility, agility, and enthusiasm for working in a changing, technology-oriented environment. Demonstrated commitment to equity, diversity, inclusion, belonging, and antiracism. Commitment to high-quality user experiences, innovative services, and secure stewardship of collections. Appointment End Date: 1 year from hired date Standard Hours/Schedule: 35 hours per week Level of Flexibility: Onsite position. The position will work onsite 9am to 5pm Monday through Friday, with potential adjustments to hours based on the academic calendar, departmental needs, holidays, inclement weather, and official University closings. Work location is responsive and subject to change based on business needs – can have multiple work locations. Requests for flexibility will be considered consistent with Harvard University flexwork policies. Work Environment: The work associated with this position is performed primarily in a library/office setting. May occasionally work in basements, attics, warehouses, or other storage areas when dealing with offsite or stored materials. May interact with collections that may contain dust, mold, or other contaminants. May need to travel locally between Harvard libraries and other campus locations. Physical Requirements: Regular movement between library facilities located across the college campus is required. This position involves remaining in a stationary position for extended periods while working at a computer or service desk. The person in this position frequently moves about inside the library to access collections, equipment, and office machinery, and to assist patrons. Occasionally, ascends/descends ladders or step stools to shelve or retrieve materials. Frequently moves library materials and boxes weighing up to 30 pounds across the library for various needs. This position may involve bending, squatting, stretching, and reaching to retrieve and shelve library materials. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of this role. Other Information: This position has a 90-day orientation and review period. Pre-Employment screening required. Work Format Details This position has been determined by school or unit leaders that all duties and responsibilities must be performed at a Harvard or Harvard-designated location. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. Why Work at Harvard Library? At Harvard Library, we are champions of curiosity. We aim to be global leaders in expanding world knowledge and intellectual exploration. We engage with our communities in the creation and sharing of new knowledge, connecting them with the vast collections that we curate and steward through collaborations around the world. At its core, our mission for nearly four centuries has been to advance the learning, research, and pursuit of truth that are at the heart of Harvard. Our efforts are motivated and powered by working collaboratively, embracing diverse perspectives, championing access, aiming for the extraordinary, and always leading with curiosity.