Operations

Marcy Simons, MLS, is responsible for optimizing the Hesburgh Libraries’ approach to recruiting, retaining, and guiding individuals to work effectively individually and collectively. She serves as the Dean’s lead liaison for talent and organizational development work including analysis and measurement, scouting, recruiting, searches and hiring, compensation analysis, onboarding, professional development, retention, separation and offboarding, and alumni engagement. Simons works holistically across the many facets of talent and culture to help ensure that the Hesburgh Libraries is an appropriate candidate’s preferred employer of choice, both on the University of Notre Dame campus and across the higher education sector.

Simons is a trained facilitator and consultant in the areas of organizational development, cultue and change management. The author of two books about academic librarianship, Academic Librarianship: Anchoring the Profession in Contribution, Scholarship, and Service (2021) and Academic Library Metamorphosis and Regeneration (2017), both published by Rowman Littlefield.

Reporting to the Director, Hesburgh Libraries Organizational and Personnel Development, the Facilities Program Director is responsible for the management and coordination of all elements of facility operations for the Hesburgh Libraries, including general physical maintenance of the Hesburgh Library building, representing the Libraries on all major facilities and equipment projects, space use and management within the Hesburgh Library, promoting safety and security for our facilities, and supervision of our facilities staff.

The Facilities Program Director is a critical position for ensuring access to the Hesburgh Library for our many student, faculty and staff stakeholders, as well as other visitors. A nationally recognized building, Hesburgh Library sees over 1 million visitors per year.

Salem is primarily responsible for the procurement activities of the Library, reviewing expense reimbursement activity in the TravelND system and non-computer purchases in BuyND. He also assists the Director and the Senior Accounting Specialist with accounting activities.

TravelND

• Audit all expense reports submitted by faculty and staff.
• Assist some faculty and staff with entering their expenses into TravelND.
• Answer questions about expense reimbursement, including issues with expense reports submission.
• Help assemble and submit expense reports for the senior leaders in the Library Administration office.

Procurement /BuyND

• Purchase all non-computer equipment and furniture for the libraries.
• Purchase many miscellaneous items for faculty and staff.
• Research and locate items for procurement that employees need but cannot easily find on their own.
• Coordinate purchases with many different departments on campus, working closely with the Controller’s Group, especially the Procurement Office.
• Ensure Library purchasing activities follow University guidelines and procedures, as communicated by the Controller’s Procurement Office.

Accounting

• Update the Information Technology Budget Report on a quarterly basis.
• Act as Accounts Payable for most of the Library’s expenses (that are not related to materials acquisitions, resources deliver, or Interlibrary Loan services.
• Answer general questions related to budgets, expenses, and account code (FOAPAL) use.

The Facilities Coordinator for the Hesburgh Libraries is responsible for a broad array of organization-wide services and operational support, including:

• Coordinating the workflows and central processes for the Hesburgh Libraries mailroom.
• Working with internal units to ensure proper processing and distribution for both incoming and outgoing books, journals, and other materials.
• Ensuring the timely pickup and delivery of important materials to and from branch libraries, information centers, Preservation Lab, and the off-site annex.
  
• Assisting with work orders and maintenance issues throughout all Hesburgh Libraries facilities.

Interested in scheduling a Meeting or Event space within the Libraries?

After reviewing the guidelines and space options available within the libraries for internal and external customers, please use the Reserve a Meeting or Event Space form to make your request, and it will be routed to the appropriate contact person.

If you have questions or concerns about room reservations, please direct them to the team email address at hlevents@nd.edu.

The Library Maintenance Technician provides a broad array of assistance for the facility, including:

• Evaluating and troubleshooting building repair situations that need attention. Fixing problems as required or notifying the Facilities Administrator about work order needs.
• Coordinating office moves for Library employees.
• Providing support for Library employees regarding furniture needs, repairs, and replacement.
• Providing support to the Mailroom operation, including backup and daily runs to an offsite storage facility.
• Being prepared to protect important Library materials in the event of potential damage from system malfunctions or environmental issues.

Request a Project Manager

As a Project Manager, Tracey regularly applies creativity, critical thinking, and technical knowledge to topical and operational problems, proposing possible solutions and managing projects designed to develop and maintain efficient standardized processes, practices, and documentation. Tracey managed large-scale projects on behalf of TRU Services, including the Annex move, the renovated 150 space move, and the closures of Math, Chemistry, and Radiation Laboratory Libraries during the pandemic.

Before stepping into a full-time Project Manager role, Tracey was the Program Coordinator and Interim Interlibrary Loan Borrowing Manager for TRU Services where she worked to develop consistent service policies at all service points, opportunities for cross-training and streamlining Library services, and managed the Interlibrary Loan Borrowing unit.

Available to the Notre Dame community as a bonded Notary Public by appointment only.

Bachelor of Liberal Studies, Purdue University
Certificate in Paralegal Studies, Indiana University

• Hesburgh Libraries recognition for "Outstanding Performance" [July 2011]
• Notre Dame Observer, "Hesburgh Libraries announces partnership with St. Joseph County Library" [Dec. 2015]
• Library Journal "Community/College Connections" [Aug. 2018]
• Hesburgh Libraries’ Tracey Morton receives Presidential Achievement Award [Aug. 2022]

Reporting to the Director, Michelle administers the Libraries’ human resources and payroll functions, including recruiting and hiring activities, preparing and managing employee records, and guiding managers and supervisors on University personnel policies and procedures.

Hiring

• Faculty: Support Faculty Search and CAP committees.
• Faculty: Coordinate the reappointment and promotion process.
• Staff: – Work with supervisors to post and recruit for staff positions.
• Staff: Fill temporary and summer employment positions.
• Students: Point of contact for students interested in library employment; refers students to supervisors with open positions in their departments.

Payroll

• Coordinate Ultra Time hourly payroll for the Libraries.
• Work with Payroll Services to resolve questions and concerns regarding hourly, semi-monthly, and bi-weekly payrolls.
• Ensure accurate pay for employees who are on FMLA leave or Worker's Compensation.

Human Resources

• Point of contact for Human Resources-related policy questions or issues.
• Work with Human Resources to ensure accurate documentation and tracking of FMLA issues.
• Work with Risk Management to ensure timely documentation of Worker's Comp related issues.