Assistant to the University Librarian and Deputy University Librarian

at Stanford University (view profile)
Published August 25, 2023
Location Green Library, 557 Escondido Mall, Stanford, CA 94305-6062, Stanford, California, California
Category Academic  
Job Type Full-time  
Apply Here
Cover Letter Requirements Required
Education Requirements •Bachelor’s degree in business or related field, or a combination of experience and education usually associated with 10 plus years of experience in a related field; master’s degree in public administration, library and/or information science, or the equivalent in education and experience desired
Minimum Compensation in Local Currency $73,000 per annum
Maximum Compensation in Local Currency $92,000 per annum
Hourly or Salary? Salary
Pay Grade G


Stanford Libraries is seeking a full-time Assistant to the University Librarian (UL) and Deputy University Librarian (DUL) to join the University Librarians Office of the Stanford Libraries.  The Libraries values are rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant.  We seek a team member who is ready to share their skills and perspectives.

About Stanford Libraries:  

Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About the Position:

 Stanford University Libraries develops and implements resources and services within fifteen University libraries and academic technology units that support teaching, research, and instruction on campus.

The University Librarian is Stanford’s senior officer for libraries and information services. The University Librarian reports to the Provost.  Reporting directly to the University Librarian is the Deputy University Librarian, 5 Assistant/Associate University Librarians, and 3 executive directors.

Reporting to the University Librarian exercising a high-level of independence, the Assistant serves as a confidential assistant and provides programmatic support to the University Librarian (UL) and Deputy University Librarian (DUL).

Job Location:  Cecil H. Green Library, Suite 101, Stanford University

Work Schedule40 hours per week/8:00 am to 5:00 pm

 Core Duties*:

 Policy & Program Development and Communication

  • Manage administrative aspects of ongoing large and complex projects
  • Gather, analyze, and synthesize data and generate materials needed to facilitate decision-making.
  • Draft, edit and facilitate production of a variety of documents, including letters, special reports, and sensitive communications.
  • Prepare reports, presentations and/or written materials on projects for use by the UL and other senior staff
  • Draft and/or finalize correspondence on behalf of/for the UL and DUL
  • Track project work-in-progress by senior staff to ensure that deadlines are met
  • Work on Library-wide administrative application project teams, including co-management of teams and development and implementation of projects

 Policy & Program Communication

  • Oversee/coordinate Directors’ Office web pages, including content, development and maintenance. Responsibilities to include development/maintenance of organizational charts, as well as generation and updating of SULAIR policies and procedures
  • Serves as a key resource on UL policies and procedures

Professional Staff Support to Operating Entities

  • Staff several executive meetings such as Libraries Executive Group (LEG) and the Asilomar management meetings
  • Serve as primary staff support for Saroyan Advisory Board, including organizing annual meeting, preparation of follow-up minutes and preparation of miscellaneous correspondence
  • Serve as staff to the SULAIR Advisory Committee, including organizing annual meeting, briefing materials, follow-up minutes and miscellaneous correspondence, as well as processing Committee member expense reimbursements

Management of Logistics

  • Negotiate and manage the University Librarian’s complex and demanding schedule, including screening/evaluating/prioritizing the needs of individuals/groups requesting time with the UL and independently committing his time
  • Manage the flow of information to and from the UL and DUL; disseminate information on his behalf to internal/external constituencies
  • Assist the UL in maintaining communications and involvement with senior staff, SU Trustees and Cabinet, deans, department chairs, faculty, donors, senior officers of publishing firms, and other external groups and coalitions
  • Serve as liaison to UL’s senior and middle-management staff
  • Coordinate meetings, including all logistics, agendas and supporting materials for UL direct reports’ meetings, Directors’ group meetings, middle-management meetings, full staff meetings and retreats for senior and middle-management staff and special conferences, both locally and internationally
  • Manage the UL’s complex travel (comprising both national and international trips), including making all related arrangements and processing and tracking related expense reimbursements
  • Coordinate on- and off-campus logistics for special conferences/events/visitors, including identifying facilities, processing contracts, and procurement of event-related services from internal and external vendors

 Office Administration

  • Provide backup support as necessary to Senior Executive Assistant
  • Track Directors’ Office monthly expenditures
  • Oversee the maintenance and archiving of Directors’ Office files
  • Establish and communicate internal policy and procedures for Directors’ Office staff

* - Other duties may also be assigned. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


 Education & Experience:

  • Bachelor’s degree in business or related field, or a combination of experience and education usually associated with 10 plus years of experience in a related field; master’s degree in public administration, library and/or information science, or the equivalent in education and experience desired

Knowledge, Skills and Abilities Required:

  • Political acumen, including tact and diplomacy to handle extremely sensitive and/or confidential matters
  • Ability to maintain confidentiality of all aspects of this role and that of both UL and DUL.
  • Ability to establish measurable goals and objectives and to implement strategies to achieve them
  • Interpersonal skills to work effectively up and down reporting lines as well as with external constituencies
  • Experience in negotiating for the purpose of obtaining agreement
  • Excellent verbal, written and interpersonal skills necessary for communicating/interacting professionally with individuals/groups at all levels internal and external to the University
  • Ability to work with a wide range of people from internal, faculty and top university administration to external including high-level donors and volunteers.
  • Experience or demonstrated aptitude to be successful in building community relations
  • Record of successfully supporting staff operations
  • Ability to coordinate multiple projects, to set priorities and to work with minimal supervision
  • Effective analytical, problem-solving, decision-making and time management skills
  • Must be able to maintain a fast work pace and carry large, complex and/or sensitive projects to completion independently, often under pressure
  • Proven ability to grasp new concepts quickly and concisely and to exercise sound judgment
  • Strong analytical skills, and ability to solve problems creatively and diplomatically
  • Demonstrated excellence in office management skills, including office procedure design and office operations
  • Ability to work independently and to contribute successfully to and function effectively within a team setting
  • Experience or demonstrated aptitude for managing events and conferences
  • Demonstrated experience managing complex calendar commitments
  • Punctual, dependable and detail-oriented work habits in a deadline-rich environment
  • Experience with Windows/PC platforms and email, word processing and spreadsheet applications
  • Experience with web, graphics and design programs
  • Experience with the world wide web for personal and professional use


  • Familiarity with Stanford’s online transaction processing systems and University processes

Physical Requirements:

  • Constantly sit, perform desk-based computer tasks.
  • Frequently twist/bend/stoop/squat, grasps lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).
  • Rarely use a telephone, operate hand controls.
  • Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

 Working Conditions:

  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings, and weekends.

Work Standards:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide, .

 Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

 We believe Stanford’s future success will be shaped by the diverse perspectives, unique experiences, and inclusive culture of its community.

The expected pay range for this position is $73,000 to $92,000 per annum.  Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.

Why Stanford is for You:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. Join a TedTalk, watch a film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Choose from hundreds of health or fitness classes at our world-class exercise facilities. We provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.