YFE Operations Manager at KANSAS CITY PUBLIC LIBRARY

Under general supervision of the Deputy Director of Youth & Family Engagement (YFE), primary responsibilities include providing project-based, administrative, and logistical support to the YFE Department, including: planning and managing projects to increase efficient operations and use of departmental resources; developing training procedures and guidelines focused on enhancing performance; advising management of potential trouble spots and proposing cost-effective solutions; contributing to departmental goals and strategic plans; providing professional level support in coordinating and managing administrative functions; overseeing the completion of, and provides organizational support for, projects related to youth library services.

This is a full-time, exempt position with a starting salary of $54,994, plus excellent benefits .

Schedule

Monday - Friday: 8:30 am - 5 pm; flexibility for some evenings & weekends for special events is needed.

Location

Central Library: 14 W 10th Street, KCMO, 64105.

Job Duties (Essential Functions)

• Manages general operations of the YFE department, creating best practices for project management, and ensuring effective implementation of department initiatives, including grant funded time sensitive projects.
• Contributes to goals for implementation of the Library’s strategic plans related to youth services. Offers guidance and provides insights and feedback to Assistant Director of YFE and Deputy Director of YFE regarding departmental or inter-departmental decisions, communications, and procedures.
• Provides process improvements by continually analyzing current processes, assessing department needs, and providing creative solutions for better operational management of staff and resources.
• Creates standard procedures for the department; monitors and oversees departmental objectives as well as timelines and budgets for various projects.
• Coordinates communications with the YFE team, as well as between YFE and other departments within the Library system, partnering agencies, vendors, and the public.
• Compiles staff monthly reports into one comprehensive report to submit as the Director’s Report to the Board on behalf of the department.
• Serves as the project manager for the Library’s Summer Reading Program and grant funded projects.
• Obtains and analyzes Library-wide programming and attendance statistics to create a comprehensive breakdown of youth programming statistics. Provides analysis of this data, and its place in the totality of Library programming.
• Builds relationships with YFE and other Library staff to enhance trust and create a pathway to communication and understanding of needs within the department and inter-departmentally. Creates and coordinates activities to foster unity and promote productivity, and to encourage trust building between coworkers, creating and encouraging a positive, desirable work environment.
• Serves on various library committees as assigned, representing the YFE Department and providing input for decision-making purposes.
• Identifies needs for staff training as it impacts department operation and provides or procures as necessary. Tests and implements use of new software products or techniques, including Microsoft 365 Teams, OneDrive, SharePoint, Lists, Planner, Tasks and other tools. Continues learning and coaching the YFE team in successful usage.
• Facilitates YFE team meetings to provide cohesive, coordinated practices for virtual online and in-person meetings, trainings, programming, etc. Includes: creating schedules and processes for effective meeting content; tracking agenda, notes, and tasks assigned.
• Assists with monthly balancing of budget and management of grant funds for the YFE department. Oversees purchase order requests and approves credit card purchases for YFE staff as needed.
• Develops and maintains accurate records and document inventories (i.e., partnership lists, project documents, financials, printables, Summer Reading Program prizes, etc.); makes them accessible/distributes to YFE and other Library staff. Ensures proper logging of attendance statistics by staff.
• Other duties as assigned.

Requirements:

• Demonstrated ability to organize work effectively, plan, and execute programs and activities.
• Demonstrated ability to manage and coordinate complex operational functions and projects across various locations.
• Proven skills in goal identification and achievement with strategic planning, evaluation, and coordination of multiple projects.
• Demonstrated ability to work independently as well as part of a team, to meet deadlines, manage and complete projects, and coordinate operational activities.
• Excellent oral and written communication skills, including advanced writing, and proofreading skills.
• Keen attention to detail, willingness to take initiative, and outstanding interpersonal skills, including the ability to think strategically.
• Aptitude for grasping the larger vision and workings of an active department spread across several locations and for guiding staff toward integrating their daily activities into the larger picture.
• Demonstrated ability to analyze, create and implement process improvement initiatives within the department, as well as coordinate cross-departmentally.
• Demonstrated ability to help a variety of internal and external customers.
• Demonstrated experience with setting up and maintaining efficient and effective paper and electronic filing systems.
• Intermediate to advanced computer skills including but not limited to Microsoft Office products such as Word, Excel and Access.

Required Education & Experience

• Bachelor’s degree, or equivalent combination of education and related work experience.
• Experience in administrative support, project management, and assisting at a departmental level.
• Prefer knowledge of public libraries or experience with other not-for-profit organizations and knowledge of and interest in children and adolescent development.
• Strong internal and external customer service skills are essential.
• Ability to understand and be understood in English is required, additional consideration will be given to individuals that are proficient in any non-English languages used in Jackson County, MO including Spanish, American Sign Language, Vietnamese, French, Arabic, and Swahili.

Work Environment

Work is performed at the Library’s Central location and community partner sites as well as Library locations throughout the district. Primary workspace is shared with co-workers in an office space within the branch; other work will be performed in a public space amongst staff and patrons from a diverse socio-economic community.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The employee must be able to perform the essential functions and job requirements of the position satisfactorily. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of the job, absent undue hardship.

How to Apply

Please apply for this position through our web application system. We only accept applications for specific currently open positions made through our online system. Access the online application from the job listing on the Job Opportunities page. The

application system allows you to attach a document (such as a cover letter or a resume) to your application (10MB limit per document). When you submit your application, an acknowledgement will be sent to the email address you provided. You are welcome to apply for as many positions as you wish. However, to minimize problems, close and restart your browser between each application.

All online Application for Employment forms must be completely filled out. For technical assistance, call 816.701.3712.

Kansas City Public Library is an equal opportunity employer and is committed to creating an inclusive environment for all employees.