Are You Ready To Be a Library Administrator?
You’ve made it to management. Maybe you have been overseeing a library branch, department or region. Now it’s time for the next challenge: becoming a part of library administration. The organization of public libraries varies across the country, some are standalone, others are part of a city, county, region, or system. This means that the path to administrative leadership will also vary.
What are the differences between working in management and working in administration?
The responsibilities change from day-to-day tasks such as setting desk schedules, hosting programs, and dealing with building challenges to the oversight of system wide projects and priorities such as budgets, politics, and diversity and inclusion. Administrators have to make decisions through a different lens. Library administrators are still responsible for making sure the doors open to the public every day, instead of literally opening the doors, they are charged with making sure the funding, staffing, and support is provided to make it happen. What steps do you need to take to pave the way for promotion to administration? Here are some tips for how to set yourself apart from other applicants.
Become Informed
Make an effort to educate yourself about the field of public libraries and the current issues facing the industry. Intellectual freedom is always relevant in libraries, but it is a hot topic these days, with incidents of book banning increasing, and book sanctuaries popping up across the country. Vice Presidential candidate Tim Walz even referenced a popular (and often banned) children’s book “And Tango Makes Three” by Justin Richardson when comparing the uproar over LGBTQ books to a lack of concern about school shootings in some circles.
Another topic of conversation has been the so called “First Amendment auditors” that have been visiting libraries across the country. It’s critical to know how the First Amendment applies to public libraries and what libraries and library staff should do in response to the situations that can arise when these “auditors” arrive. The ALA website has a lot of content that gives guidance to public library workers faced with First Amendment auditors.
How about the controversy regarding JK Rowling’s social media comments about transgender people and how it is impacting the legacy of the Harry Potter books? Staff who are in the LGBTQIA + community are certainly aware of the situation. Administrators need to be aware of these trends and be prepared to make decisions and give guidance to staff if customers comment or staff have questions or concerns.
Read professional journals. Subscribe to professional listservs and blogs that will keep you informed. In Maryland, the Marylib listserv connects library workers across the state with information about jobs, programs, services and grant opportunities. Are you interested in Programming? Subscribe to the Programming Librarian newsletter which comes from the ALA Office of Public Programs. You can also submit programs to the site and share them with colleagues throughout the country. Investigate resources in the areas of interest to you.
Get Involved
According to Wikipedia, every state has at least one professional library association. Getting involved in these organizations is a great way to learn about what is going on in your area and get to know other library professionals. The organizations are often run by a very small staff, if there are any paid workers, and many volunteers who host the conferences and programs, and organize awards and scholarships. Professional development alone is worthwhile, but being a part of the organization is an even better way to learn. Many library associations offer an affiliate membership so everyone in the organization can participate in conferences and classes or get reduced rates. Presenting at conferences is another way to get involved and give back to the profession. Some conferences give reduced rates for the presenters, and it elevates your work and that of your organization.
Attending the American Library Association and Public Library Association conferences is always recommended, and many libraries pay the cost for the conference and travel costs as well. The Urban Libraries Council also offers an Annual Leadership Forum, a great way to meet other library professionals who are looking to advance their careers and learn from others.
Diversify your Experiences
Although it is tempting to stay where you are comfortable, there is a lot to be gained by working in more than one branch, department, or library system. Keep an eye out for opportunities that would allow you to grow and see your library work from a different perspective. There are many approaches to library work that are influenced by different communities, leadership, and expectations from politicians, and funders. By working in more than one place, you learn to be flexible, think about creative solutions to problems, meet more people who have common goals, and develop the ability to apply what you have learned in differing situations.
Hone Your Leadership Skills
There are many ways to develop leadership skills outside of your day-to-day work location. Many communities offer leadership networking groups that bring together professionals from government, non-profits, and businesses. If the cost is prohibitive, they will sometimes offer discounts for the library if you ask. Does your city or county offer opportunities for task forces, advisory groups, or project teams? Being the person who represents the library is a valuable way to be a library advocate while also learning about leadership, teamwork and project management. The relationships you build in these non-library-based groups can be incredibly valuable for broadening your viewpoint, making connections in other industries and promoting the library itself.
Most library systems have committees that work on projects throughout the year, from equity to reference services or Summer @ Your library. Being on a committee is extra work, but it provides experiences that will help you become a more well-rounded employee, in addition to the opportunity to share your ideas and have an impact outside of just your branch or department. Does your library system have a mentoring program? Having an official mentor can be a great way to get support while progressing in your career. Having a mentee is also a learning experience for both parties who can learn from each other.
Take advantage of opportunities to speak to a group. Public speaking can be intimidating, but the only way to get over the nerves and gain confidence is by doing it regularly. Groups such as the Rotary, Lion’s Club, Local Management Board, Veteran’s Associations, are often eager to learn about the programs and services available to them at the library. Toastmasters groups provide training and opportunities to practice public speaking.
Brush Up Your Writing Skills
Administrators spend a lot of time working on policy and strategy. Be prepared to spend a lot of time researching and reviewing policy in order to understand the law. Many policy manuals need to be reviewed to be sure they are up to date, equitable, legal and enforceable. Policies have a lot of impact on customer service, employee morale, and library culture, so intentional decision making and wording are crucial. Policies often have to be approved by library or governance boards, so making changes can take time.
Stategic plans and visions are also typically the responsibility of administrators. These may be created using a team approach or with a consultant who helps with the project, but the administration team will need to help provide content and review it to make sure it aligns with the library’s goals and values. Writing skills will give you an advantage when advocating for the library and pitching ideas to library leaders, customers and other stakeholders.
Learn about Working with Boards, Foundations, and Friends Groups
Many libraries and library systems are overseen by a Board of Trustees. Being able to cultivate and work with a strong and supportive Board is an asset for any library leader. Familiarize yourself with the oversight structure in your library or at the library where you are applying to work. The best situation is when the Board and administration have a strong relationship of respect, for each other and for the roles that each play in the library. This can be influenced by the library staff who get to know the community leaders who are on the Board, readily share information, and build the needed trust.
Library Foundations are also crucial to the success of any library system. They often have their own Board of Directors, and the administration needs to have strong relationships with them as well. When the Boards and library leadership are on the same page, the library will be stronger and will be able to grow and thrive. Friends groups are often less formal teams of community volunteers who just love the library and want to be supportive. It’s worth the time to get to know these customers and find mutual agreement about the best way to provide the needed support to library staff. When challenges arise, friends groups want to be part of the solution, so relationships and strong communication are key.
Understand the Budget
Familiarize yourself with the budget process. Most of the information is readily available online. If your library has a budget committee, volunteering to be on it would be time well spent. Learn about the budget categories, the terminology, the difference between an operating and a capital budget. Attend local government meetings including council hearings and commissions that decide on long term planning and construction using local funds. The more you know about how funding decisions are made and how the library leaders can impact the budget, the stronger you will be as a potential library administrator.
Educate Yourself on Unions and Collective Bargaining
If the libraries in your area are unionized, it’s important to understand the role of the union and how the union works with staff and impacts the library, from the budget to the culture. Unions are very different from one another, but understanding the dynamic you would be working with is key to successfully working with such groups. You can probably get some insights by chatting with staff, and the union also has a webpage and will be in news stories and in social media. There are often union representatives on the interview panel for high level library positions.
Be Prepared for Conflict
As a manager, you likely have experience handling complaints and conflict. As an administrator, these conversations will increase. Standing by your values and resolving challenging situations are part of the expectations of the job. No matter how hard you and your team work, there will sometimes be difficult situations and customers who are unhappy. Staff conflicts may also sometimes come to you from subordinates for input and guidance. Being comfortable responding to those complaints patiently and tactfully is a skill that is developed with practice. When difficult decisions need to be made about how to handle a situation, not everyone will agree with the decision, and that’s ok. Learning to live with rough edges is critical to succeeding in administration.
When an opportunity comes along to join the administrative team, take a chance and apply! Be sure you are completely prepared by researching the organization and reaching out to your contacts for advice about the library, its operations and its culture. It may take more than one interview, but the interview itself will be a good experience for learning. You can grow professionally and personally by taking the
