Virtual Academic Library Environment (VALE) Program Manager
Senior Vice President & Chief Operating Officer
Under the general supervision of the Senior Vice President & Chief Operating Officer of New Jersey's Higher Education Network (NJEDge.net, Inc.), and the specific direction of the Chair of the VALE (Virtual Academic Library Environment of New Jersey) Executive Committee, the VALE Program Manager has responsibility for workflow design and managerial oversight of the full scope of programmatic and operational functions of VALE. The Program Manager administers and coordinates financial operations, administrative processes, and service offerings for VALE. This is a full-time position.
1. Serves as a liaison to other library professional organizations in the state, the region and the country, keeping abreast of directions, trends and opportunities.
- Brings potential opportunities to the attention of the VALE Executive Committee.
- Conducts environmental scans, project overviews and activities updates of other comparable groups for consideration by VALE leadership.
- Identifies opportunities for development and implementation of new products and services and makes corresponding proposals to VALE leadership.
2. Works with NJEDge staff to provide a full array of financial services, with duties including but not limited to:
- Generates and distributes financial reports to VALE officers and Executive Committee members.
Analyzes and tracks account revenues and expenditures
- Determines causes of variances and discrepancies
- Creates spreadsheets, reports and other summaries to communicate account status.
- Researches and resolves finance and accounting issues in accord with policies and practice established by NJEdge.
- Recommends and coordinates transfers, as warranted.
- Adheres to fiscal policies of NJEDge.Net, NJIT and VALE.
- Coordinates the preparation of budgets and forecasts; develops and maintains historical/current documentation of budget matters; manages budget functions for proposals and grants; and develops and oversees VALE policies related to financial or service operations.
- Oversees payment of VALE purchases and acquisitions (e.g., licensed content for member institutions).
- Ensures ethical and legal compliance and fiscal propriety.
- Cooperates effectively with VALE, NJEDge.Net and NJIT auditors.
1. Administrative Process Management
Provides a full array of services dealing with administrative processes including, but not limited to:
- Serves as liaison to the Executive Committee, NJEDge.Net and chief library administrators of VALE member institutions, as well as to the NJ State Library, LibraryLinkNJ, vendors and VALE volunteers.
- With the VALE Executive Committee, directs short- and long-term planning and strategy efforts and follows up on approved strategic directions.
- Implements decisions of the VALE Executive Committee.
- Recommends actions and resolutions to the VALE Executive Committee and NJEDge.Net when appropriate.
- Participates on all VALE committees as needed.
- Monitors, documents, and improves administrative procedures for increased productivity and service effectiveness.
- Manages the VALE office within NJEDge.Net.
- Serves as VALE's principal point of contact to all members.
- Collects agenda items for VALE Executive Meetings and helps to accumulate materials required for its annual report.
- Insures compliance with NJEDge.Net, NJIT and VALE policies and procedures.
- Coordinates the collection, compilation, assembly and analysis of data for reports and projects.
- Maintains and coordinates license agreements, contracts and affirmative actions with all VALE vendors.
- Updates general information on the VALE website and serves as primary contact to the CMS vendor.
- Maintains confidentiality and discretion regarding appropriate VALE business.
2. VALE Service Offerings
Provides a full array of services to member institution libraries including but not limited to:
- Masters the Consortia Manager program and acts as VALE's primary contact to the vendor.
- Insures that current services (such as database subscriptions) are provided, monitored and maintained on the Consortia Manager platform.
- Compiles terms of database licensing offers and presents them to the VALE Executive Committee, and then to member libraries.
- Communicates current service offerings to member institution libraries.
- Evaluates service offerings in advance of presentation to member libraries.
- Routinely evaluates library vendors and makes effective recommendations for new databases, streaming media, e-books and other service offerings.
- Communicates and manages relationships with publishers and vendors.
- Keeps current on potential service needs of the VALE membership.
- Evaluates and communicates new library services trends and needs.
- Takes a leadership role in the planning, implementation and evaluation of the annual VALE Users Conference.
Must abide by the university's core values which include excellence, integrity, civility, social responsibility, diversity and communication.
Independently takes action to influence events. Offers own ideas for improvement to promote the goals of the organization. Seeks feedback from appropriate persons on effects of actions. Identifies a problem, obstacle or opportunity and takes action to address current or future problems or opportunities, within the scope of position as authorized.
An effort to improve performance by doing new things. It can include the introduction of an innovative procedure unknown in the work unit or at the University, but known elsewhere. It can also include the invention of techniques and methods, the ability to go beyond the conventional, and a willingness to try out different solutions. At the higher levels, it is the ability to champion innovation and encourage new ideas from employees.
Able to deliver a message of change in both words and actions. It is the ability to exhibit a range of behavior from communicating and actively supporting the university's vision and strategy to taking dramatic action to reinforce new ways of thinking.
Relates to the integration of knowledge of higher education with an understanding of the university's long-term vision to focus current activities on what is critical to achieving strategic objectives and eliminating non value-adding activities. It involves taking calculated risks based on an awareness of societal, economic, and political issues, trends, processes, and outcomes as they impact the strategic direction of the department and linkages.
Develops short- and long-range plans that are appropriately comprehensive, creative, realistic, and effective in meeting goals. Integrates planning efforts across departments.
- Masters in Library and Information Science or equivalent.
- Understanding of current academic library trends and needs.
- Minimum five years of experience in a library and/or business office.
- Project management experience.
- Excellent interpersonal, communication, and collaboration skills.
- Extensive knowledge of MS Office software applications, especially Excel.
- Understanding and experience with complex process improvements.
- Experience with the Banner financial system, especially its reports module.
- Experience with Salesforce CRM software.
- Experience in academic library purchasing, licensing and ordering.
- Experience in general accounting practices.
- Experience working in a programmatic or leadership role of a library consortium.