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Job Number:  38797
Director, Administration & Special Projects
Job Posted: Wednesday, 11 October 2017
Closing Date: Wednesday, 1 November 2017
(77 days ago)
London Public Library
Region: London area Type: Full time
Location: London Salary: (not entered)



Library Space is Community Place! LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.


London Public Library, through its network of 16 branches located throughout the city, is a dynamic and innovative library system that provides accessible, relevant, high quality library services that make a difference in the lives of Londoners.  Located in the heart of southwestern Ontario at the midpoint between Windsor and Toronto, London has a population of more than 350,000 and is an ideal place to call home.


Join the Library team as our new Permanent Full Time:







The Director, Administration & Special Projects supports attainment of London Public Library’s Purpose, Values, “User First” Service Excellence Model, and Strategic Goals. Key responsibilities include:


  • Leading, managing and championing strategic planning initiatives and projects;
  • Participating as a member of the Library’s Senior Team in key London public Library (LPL) planning, budgeting, project management and decision-making activities;
  • Providing leadership and managing development, review and implementation of LPL policies;
  • Advocating and positioning LPL by representing the Library in a broad range of settings and interactions with decision-makers, representatives of the library community, City of London, municipal, provincial and national elected officials champion and spokesperson for the library, the broader London community, LPL strategic alliances and other partners.
  • Liaising and collaborating with library strategic alliances/partners to achieve strategic outcomes;
  • Supporting service and operational excellence;
  • Contributing to the overall development and of the LPL Operating and Capital Budgets, in conjunction with the CEO, along with the Director, Financial Services and other members of the Senior Team;
  • Managing business continuity to ensure that the Library is equipped to deal effectively with any disaster or crisis or high-risk situation;
  • Managing the Library’s corporate records management program and the Library’s privacy and access compliance; and
  • Participating in labour relations.


Acts as Chief Executive Officer in absence of the CEO or, as delegated, in all responsibilities.




Leadership & Administration

  • Works with the Library Board, CEO and Senior Management Team (Senior Team) to bring the LPL Purpose, Values and Service Excellence Model to life.
  • Works with the CEO and Senior Team on the development, implementation and monitoring of the Library Strategic Plan and other short and long term planning, supporting the Library’s ability respond to current and future opportunities and challenges.
  • As a member of the Senior Team, provides leadership through periods of organizational change and resolves strategic issues or policy matters as they arise.
  • Leads a variety of teams, committees, working groups and other teams with the intent of moving the Strategic Plan forward.
  • Works with the CEO, along with the Director, Financial Services and other members of the Library’s Senior Team on the development of the annual LPL Operating and Capital Budget.
  • Builds collaborative and productive working relationships across the Library organization.


Library Representative

  • Liaises and collaborates with Library stakeholders and partners/strategic alliances from various sectors, e.g. government, education, not-for-profit, business, etc.
  • Liaises and collaborates with City of London departments, boards and commissions.
  • Acts as an advocate on behalf of the Library in the community and with elected officials at all levels of government.
  • Represents the Library as a member of external boards, committees and advisory teams.
  • Attends external events and functions to represent LPL in the community.
  • Tells the Library’s story in a variety of public forums including the media, public presentations to decision-makers and other stakeholders; Faculty of Information & Media Studies, Western University of other educational disciplines/institutions,
  • Acts as Library spokesperson when statements on behalf of London Public Library are required, such as communicating Board decisions or Library corporate information, i.e. governance and financial matters. Consults with the Manager, Communications as necessary. May assign other representatives to speak on certain topics when appropriate.


Library Policy

  • Works in conjunction with the CEO and Senior Team to develop and review LPL’s governance, means and operational policies.
  • Consults with legal counsel as required ensuring legislative compliance.
  • Spearheads the development and application of related procedures, guidelines and job aids.
  • Ensures that policies are followed by the public and employees.


Project Administration & Management

  • Accountable for administering and overseeing major Library strategic initiatives and projects.
  • Develops and completes project business plans in consultation with Director, Customers Services & Branch Operations and other members of Senior Team.
  • Develops project communications plan in collaboration with the CEO and Manager, Communications and other members of Senior Team;
  • Leads in-house planning, design and technical teams and/or represents the Library on such teams involving consultants, City of London, and other project partners, contractors, etc.
  • Oversees procurement processes for procurement of goods and services through Request for Proposals and other processes, ensuring compliance with the Library’s Procurement Policy.
  • Authorizes contracted expenditure.
  • Monitors project revenue and expenditure against budget, ensuring that expenses are controlled; advises Director, Financial Services of any variances resulting from changes to project scope and/or change orders and ensures that plans are developed to address negative variances.
  • Ensures that milestones, timelines and budget targets are met. Reports on progress and metrics.
  • Administers and enforces project contract requirements. In collaboration with the CEO and the Director, Financial Services, oversees the successful management of key project administrative processes.
  • Advises and coaches staff member who has assumed the role of Project Manager for projects.
  • Completes and submits MBNCanada benchmarking initiative, Province of Ontario Ministry of Tourism and Culture, Canadian Urban Libraries Council and other statistical reports ensuring that deadlines are met. Liaises with these groups, drawing in other Directors and Managers as required to obtain information.


Legal Services & Risk Management

  • Develops and oversees business continuity plans to ensure that the Library is equipped to deal effectively with any disaster or crisis or high-risk situation.
  • Spearheads the negotiation and provides oversight of all Library leases.
  • Manages all financial, contractual and site needs/issues or opportunities to control or mitigate risks in collaboration with the Director, Financial Services and Manager, Facility Services.
  • Maintains accurate and current corporate documentation files of contracts, agreements, leases, etc. with review for risk management issues.
  • Acts as liaison with corporate lawyers on legal matters arising through the operations of the Library.
  • Liaises with City Hall Risk Management for all aspects of corporate insurance coverage to include fleet vehicles, buildings, liability, etc. and reviews coverage annually.




Contracts & External Partners

  • Develops and maintains strategic connections and productive relationships with key external stakeholders.
  • Negotiates or advises on the negotiation of contractual agreements and acts as internal consultant for contract issue resolution; communicates and supports key internal business partners, inclusive of problem solving and troubleshooting support.
  • Spearheads the negotiation of tenant leases and manages the relationships between the Library and its tenants. 





  • Works with CEO to lead organizational planning.
  • Develops strategies for planning and to coordinate a systematic and integrated institutional planning framework.
  • Develops and implements planning procedures in conjunction with London Public Library Vision, Mission and Service Excellence Model and with the goals and objectives of the LPL Strategic Plan.
  • Links planning policies, framework, procedures and reporting with requirements of key external stakeholders e.g. City of London; e.g. Ministry of Tourism and Culture.
  • Works with the CEO and Senior Team to formulate short and long-term business plans that meet the current and future library service needs.
  • Researches, develops and writes business plans, business cases, formal planning reports and briefing papers in support of policy development and decision making.



Services and Operational Excellence


  • Participates as a member of Senior Team in setting Library external and internal customer service standards.
  • Supports the Director, Customer Services & Branch Operations and other Directors and Managers in service delivery reviews and change processes to improve LPL’s service distribution model and specific services. 



Budget Development and Monitoring

  • Contributes to the overall development and monitoring of the LPL Operating and Capital Budgets, in conjunction with the Senior Team.


  • In collaboration with the Director, Financial Services is accountable for project budget development and monitoring. Works in conjunction with CEO and Director, Financial Services to set budgets and expenditure priorities for projects. Determines resource requirements for construction, furniture, equipment and supplies.


  • Works with the Director, Customer Services & Branch Operations, Manager, Fund Development and Director, Financial Services to develop, apply for and administer project grants.


Records Management

  • Manages the Library’s corporate records management program, ensuring accessibility to accurate, authentic and reliable London Public Library Records in all formats, including electronic, to meet legislated requirements, support the effective management and work of the Library and/or to record the history of the Library.
  • Manages the development and maintenance of the LPL records retention schedule and adherence to records retention and disposition processes.


Access to Information & Protection of Privacy

  • Manages the documentation, implementation, enforcement, monitoring and updating of the Library’s privacy and access compliance.
  • Monitors changes to legislation and practice in the area of access to information and protection of privacy.


  • Liaises with individuals and government agencies, such as the Ontario Privacy Commission, in the application of legislation.
  • Oversees Library responses to Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) requests to ensure that responses are handled within required processes and timelines.
  • Acts as Head under MFIPPA, in the absence of or as delegated by the CEO.



Labour Relations

  • Participates in joint union-management committees as assigned by CEO.


  • Participates as a team member in collective bargaining negotiations.
  • Keeps current on the provisions and interpretations of Library Board policy and the Collective Agreement and ensures that they are properly applied.





  • Supports ongoing institutional knowledge about innovations and trends in the fields of library and information science and public administration and their application to London Public Library.





A Masters of Library and Information Science degree from an accredited institution and/or a business degree and /or a graduate degree in public administration.


Six years public sector management experience, preferably with extensive knowledge of public library services.


Proven track record in the areas of organizational leadership, strategic planning, operations management, service excellence, finance, public relations and marketing and partnership development.


Extensive leadership experience in innovative, progressive and successful service and program development and implementation.


Knowledge and understanding of statutes, regulations and by-laws affecting the public sector and libraries, specifically.


Proven track record of implementing continuous improvement.


Demonstrated success in project management, with excellent organization skills and the ability to effectively prioritize projects and initiatives.


Experience with building design and construction projects.


Ability to manage complex projects, including proven understanding of budget development and monitoring.


Ability to interact effectively with all levels of staff, the general public, elected officials, public sector/government departments.


Exceptional oral and written communication and presentation skills, including public speaking ability.


Experience in a unionized environment is an asset.


Valid driver’s license.







Salary to commensurate with education and experience.


This is an Excluded position from the Bargaining unit.


Candidates are requested to submit a detailed resume outlining experience and qualifications by November 1, 2017 to:
Please visit our website at: http://www.londonpubliclibrary.ca/
No phone calls please.


The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.


Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.


While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.
We are an equal opportunity employer.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Candidates are requested to submit a detailed resume outlining experience and qualifications by November 1, 2017 to:
Please visit our website at: http://www.londonpubliclibrary.ca/
No phone calls please.
Contact Details:
London Public Library
251 Dundas Street
London, ON, N6A 6H9

www:   www.londonpubliclibrary.ca/

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