Collection Manager

at  Massey University

Job Description: Collection Manager
Position Purpose: To provide leadership of the acquisition, management and discovery of scholarly
content which supports the teaching, learning and research needs of Massey
University staff and students.
Department: Library
Location: Manawatū
Reports to: Associate University Librarian, Research and Technology
Responsible for: Metadata Librarian (Cataloguing), Collection Services Librarian, Special Collections
Librarian, Library Acquisitions Assistants, Cataloguing Assistants, Collections
Processing Assistant
Delegations: D
Job Title: Collection Manager
Key relationships: Internal
All Library staff, particularly Digital Services and Information & Research Services
staff
Finance Business Partner
VC & Provost Business Hub
External
CAUL consortia (Council of Australian University Librarians)
Publishers, Vendors and Supplier representatives
Staff at other libraries
Massey University: We are a world-leading university in many academic disciplines and fields
of research. Our point of difference is research that is connected to
community and industry. Our researchers are developing expertise and
skills to advance human knowledge and understanding. Working together
across disciplines and locations, we solve national and global problems
through fundamental, applied and interdisciplinary research, while
culturally and artistically enriching our world.
We are deeply committed to being a Te Tiriti-led university,
demonstrating authentic leadership in contemporary Aotearoa New
Zealand as we uphold Te Tiriti o Waitangi, the founding document of our
nation, and its principles through our practice. We embrace this not just
as an obligation but as a real opportunity for the nation and its people.
Our educators are preparing a new generation of global leaders. Our
students are diverse and are attracted to Massey because they want to
achieve their personal goals or make their mark in the world. They
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experience world-class learning that recognises their intellectual and
cultural strengths, expands their horizons and prepares them to
contribute to a rapidly transforming world with skills, critical and creative
thinking and leadership.
We will be renowned for our passion and caring attitude. All Massey
campuses will be innovation ecosystems, acting as magnets for smart
enterprises. Wherever we are, we will operate in partnerships founded on
respect, trust and mutual benefit. Massey is not only defined by what we
do, but by how we do it.
Massey University Massey University Library is a trusted partner in research, teaching, and
Library: learning. The Library provides outstanding service when and where the
customer needs it, spaces to connect and learn, and access to high-quality
scholarly resources. Massey University Library staff are expected to
commit to and support the Library’s vision, mission, and values available
here (http://www.massey.ac.nz/?aabea0444s).
Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

• Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society.

• Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

• Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement

with external stakeholders, giving expression to Tikanga Māori and protocols that
demonstrates that we respect and value Māori conventions in appropriate settings.

At Massey we work together with mutual respect and caring. we:

• Act with integrity and trustworthiness and give credit to others for the work they do.
• Work cooperatively and inter-dependently to foster and promote the One University approach.
• Share knowledge and communicate professionally with courtesy and mutual respect.
• Are ethical in all transactions, working within the parameters of our policies and procedures.
• Are direct, truthful and maintain confidentiality.
• Seek to understand and appreciate our differences.
• Keep ourselves and others safe; work together to embrace with the University’s health, safety

and wellbeing policies, procedures and programmes; display commitment by actively
supporting all safety and wellbeing initiatives: and by actively engaging in health and safety
improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. we:

• Take ownership and responsibility for delivering results to support achievement of University

objectives.

• Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

• Deliver or support world-class research, teaching and learning and citizenship.
• Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development.

• Are motivated and create a positive working environment where our values are reinforced.
• Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

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• Seek ways to improve our services to deliver in an efficient and effective way.
• Embrace technology and apply this innovatively to better meet the needs of those we serve.
• Challenge ourselves to reach our potential and help bring out the best in others.
• Understand how what we do contributes to the objectives of the University.

Accountabilities
Collection • Maintain an overview and ongoing evaluation of digital and print
Development and collections, to ensure that they align with current teaching, learning and

Management research, and that demand from users is met

• Maintain knowledge of international developments in the scholarly

communication environment, related technologies, and an

understanding of how these impact research and teaching

• Maintain knowledge of new approaches to the provision of scholarly

information to maximise the Library’s investment in content

• Collaborate with colleagues, the publisher community and consortia

groups to negotiate increased open access to resources

• Ensure that the acquisition and discovery of content supports, where

possible, the diversity of the University’s community, particularly with

regard to Māori content

• Advise on appropriate standards for discovery and access to library

content, and on strategic matters relating to metadata, including

national and international standards

• Regularly review annual subscriptions, including cost/benefit

assessment of individual subscriptions vs package subscriptions, and

cost per use data, to ensure appropriate use of Library budget

• Collaborate with Subject Librarians to ensure consultation with users as

required for removal or cancellation of subscriptions

• Provide information (including collection metrics, lists and reports) to

meet the needs of Subject Librarians and others for collection reviews,

course proposals and other reporting

• Co-ordinate and monitor the Library’s collection development policy,

reviewing annually, in consultation with interested groups and through

the process of Kohinga Mātauranga - Collections committee

• Support the development of, and user access to, the Library’s Special

Collections including digitisation and metadata

• Collaborate with others to ensure University created content is openly

available via Massey Research Online

• Provide collection-related strategic advice to senior management
• Ensure that all library orders for books, journals and other materials are

processed in a timely and cost-effective manner, and that orders are

followed up, items received are as ordered, and workflows efficient

• Ensure that cataloguing processes and authority control maximise

access to the materials added to the collection

• Ensure that all print library materials are appropriately prepared for the

library shelves and that they are maintained and repaired as necessary
Vendor Relationships • Develop and maintain productive working relationships with publishers,

and Management vendors and suppliers

• Evaluate offers and negotiate contracts with publishers, vendors and

suppliers, monitoring and reviewing their performance on a regular
basis

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• Represent the Library’s interests in contracts negotiated as part of

consortia the Library belongs to (CONZUL, CEIRC), to support the
Collections Librarian as required
Financial • Monitor and provide reports on fund expenditure to ensure accurate

budgeting and forecasting of Library capital and operating budgets

• Review and authorise payment for purchased materials or ensure

referred as per the University’s delegation framework

• Ensure that proper financial records are maintained and that vendors

are paid in a timely fashion.

• Ensure that a proper audit trail is kept
• Ensure that the relevant financial functions of the Library’s integrated

system are properly managed, and accurately recorded in the

University’s financial system

• Advise Kapa Rautaki – Library Leadership Team on collection-related

budget and forecasting
Management • Lead and manage a team of suitably trained staff in a supportive

environment

• Establish and maintain appropriate and achievable performance

standards and measures

• Report and analyse data related to the performance of the library
• Ensure services are client-focused, efficient and effective
• Encourage and manage innovation and continuous improvement
• Establish and maintain an annual business plan for the Collection

Services section

• Contribute to the strategic direction of the wider Library by full

participation in strategic planning, quality reviews and reporting

• Contribute to the effective operation of the wider Library, through

leading and participating in policy development and implementation,

process reviews and the development of services

• Lead internal committees and projects
• Manage expenditure within agreed budget
• Minimise risks to the health and safety of self, staff and students, and

proactively engage with senior management and staff in implementing
Massey University’s health, safety, and wellbeing policies
Qualifications and Experience
Qualifications: A degree and professional library qualification are essential OR
substantial relevant experience in lieu of this
Experience: • A minimum of three years’ experience in leading and managing a

team of staff

• A minimum of five years’ experience in acquisitions or collection

management, preferably in tertiary libraries, including experience in
supplier contract negotiation
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Capabilities - Behavioural

• Develops a clear, complete understanding of needs and

problems through careful listening, probing, reflecting, and

summarising.

• Leads discussions in a respectful manner, that are sincere and

professional.

• Delivers written and oral communications that engage

audience participants, respond to their questions and concerns,
Communication and produce specific outcomes and impact.
Essential • Communicates in a timely manner using the appropriate style

and method.

• Able to address broad audiences and stakeholder groups,

working with communication plans and a mix of

communication methods.

• Able to present information clearly, concisely, and logically.

Varies content, style, and form to suit the subject.

• Actively explores and uses digital tools to innovate programme,

processes, systems, or services. Keeps up to date with the

digital evolution. Creates and edits digital content.

• Leads with agility, generating new ideas, approaches, and

solutions in response to changing demands or environment.

• Integrates emerging industry best practices into current

Continuous Transformation working processes.
Essential • Works with stakeholders to deal with, respond to and actively

seek changes and innovative opportunities.

• Builds an environment of openness to new ideas and

approaches.

• Develops KPIs and training materials to assess, build and

nurture continuous transformation.

• Supports others /the team during change by encouraging

flexibility, demonstrating the positives, and finding

opportunities for the team or others to get involved.

• Confirms achievement and acceptance of results on time,

within resources and ensures capture of what can be learned
from the experience.

Delivering Results

• Promotes area achievements with stakeholders, working with

Essential others to share insights.

• Mobilises group to anticipate potential issues and change and

respond to them appropriately.

• Coaches others to develop effective techniques for producing

expected results.

• Recognises the link between diversity and high performance

and finds opportunities to increase diversity and inclusion
factors in programme or portfolios.
Organisational Leadership • Manages appropriate systems, structures, and processes to
meet departmental requirements.
Essential • Grows a continuous learning and leadership culture by leading

initiatives for department.

• Builds engagement and collaborations within department /

functional area that aligns with the University’s goals.

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• Promotes a high performing culture through awareness,

coaching & motivating.

• Leads a variety of teams to define their purpose, mission, and

objectives.

• Employs appropriate tools and techniques for maintaining team

engagement, energy, and focus.
People Management • Works to ensure that team members are on board, unified, and
moving in the same direction.
Essential • Proactively engages with team members to learn their work

styles, talents, and challenges.

• Engages in people management activities such as performance,

recruitment, development, engagement, budgeting.

• Resolves complex stakeholder complaints or problems.
• Contributes to building a culture of service excellence within

team, teaching others as needed.

• Anticipates stakeholder’s/ customers’ needs and satisfies them

proactively.

Service Centric

• Recovers from a service failure in a way that enhances

Essential

stakeholder’s/customer’s esteem of the organisation.

• Engages and collaborates with users to provide accessible, fit

for purpose solutions and adjusts focus or approach when

required to respond to changing user needs.

• Translates University objectives into operational goals for

programme or portfolios and creates a shared sense of

ownership for them.

• Makes sound organisation decisions on behalf of the group

when faced with complex and contradictory alternatives.

• Directs strategic alliances and partnerships for mutual benefit.

Strategic Thinking and Business Acumen

• Recommends ways to position the organisation for long-term

competitiveness.

Essential

• Analyses and interprets workforce, financial and industry

information and uses this to make cost effective and strategic

decisions for other leaders, programme, or portfolios.

• Works within the organisation’s planning processes and

decision-making channels.

• Establishes and maintains productive working relationships

with key stakeholders internally and externally.

• Contributes as a member with multiple teams that span

function, issue, and location.

• Establishes and maintains credibility and appropriate

confidentiality with stakeholders.
Working Together • Proactively identifies and addresses potential issues with

Essential stakeholders.

• Leverages partnerships to improve the performance of

programme or portfolios and works to resolves conflict and

other obstacles to team performance.

• Able to coach and influence internal and external stakeholders,

building constructive working relationships.
Capabilities - Technical
Customer Service Management • Focuses on providing a value-added service for stakeholders.
Essential • Conducts and acts on reviews of open service requests.

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• Identifies and resolves gaps in customer expectations versus

actual service levels.

• Verifies stakeholder satisfaction and keeps customers

informed.

• Creates comprehensive notes, updating systems with query

details to enable faster problem solving.

• Understand the concepts, issues and methods related to the

acquisition and disposal of resources, print and/or digital

• Understands and applied best practices for the selection,

collection, preservation, description, organisation and archiving
principles for digital documentation and data

Library Information Organisation and

• Understands and can apply the principles, activities policies,

Access Management
procedures and services for persistent access to digital

Essential resources

• Understands and applies relevant standards to create

consistent metadata to facilitate discovery and retrieval of

information in all formats

• Demonstrates an expectation that there will be ongoing shifts in

demands and priorities.

• Clarifies and handles multiple concurrent and diverse activities.

Addresses potential conflicts that impact current
Priority Setting delivery commitments.
Essential • Works with or leads others to re-prioritise work and reschedule

commitments as necessary.

• Responds to shifting priorities while maintaining progress of

regularly scheduled work.

• Working knowledge and confidence in using core systems at

Massey University

• Intermediate knowledge and experience in the use of Microsoft

Office software

• Uses preferences and other tools to customise computer

software/hardware appropriate for function

Digital and Library ICT Proficiency

• Intermediate experience in the use of SharePoint

Essential

• Identifies and resolves common software and usage problems
• Expertise in Library management systems (acquisitions,

cataloguing, financial)

• Experience working with networked cooperative cataloguing

systems such as OCLC

• Develops, refines, and communicates tactical plans for own

responsibilities.

• Plans for allocation of resources in line with unit goals,

technical and organisation objectives.

• Provides the right level of detail as input for strategic plan

development.

Planning: Operational and Strategic

• Demonstrates the value and necessity of linking tactical plans

Essential to overall strategic plan.

• Ensures the planning process is integrated with the overall

organisation plan.

• Ensures attention to the detail and dependencies of existing

departmental-level plans.

Risk Management

• Understands key organisation-specific risk drivers.

Essential

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• Uses risk information to inform and support decision making

and the achievement of objectives.

• Monitors changes in the external environment that may create

strategic or operational risk.

• Demonstrates effective risk identification and monitoring

practices and implements within and across team.

• Takes ownership of the effectiveness of key controls and

applies treatments to mitigate unacceptable risk.

• Maintains a healthy and safe working environment for the

team.
Health and safety • Maintains awareness of the University’s health and safety
Essential requirements.
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Pre-employment checks

• Requirement to pass a Credit History and No Asset Procedure (NAP)

Essential
Credit History Check performed by Equifax.
• Requirement to pass a Qualifications Validation Check.

• Plans for allocation of resources in line with unit goals