Manager, Special Collections Operations / Toronto Public Library

Manager, Special Collections Operations

JOB SUMMARY: Oversee the operations, services, and staff of Toronto Public Library’s Special Collections team to ensure effective public access, preservation, and engagement with unique heritage collections.

• Manage daily operations and public service delivery across two locations
• Oversee development, management, and access to rare and archival collections
• Lead and supervise a team of ~35 staff, including managers and specialists
• Plan and deliver programs, exhibitions, and community engagement initiatives
• Set and monitor goals, work plans, and budgets
• Ensure services align with organizational strategy and user needs
• Build partnerships with internal teams and external cultural organizations
• Communicate programs, policies, and services to stakeholders
• Support fundraising initiatives and departmental leadership as needed
• Ensure safe, inclusive, and welcoming public spaces

OVERVIEW: Toronto Public Library (TPL) is North America’s largest and busiest public library system. The library employs approximately 2,400 staff, providing high quality library services to the people of Toronto across 100 public locations. The organization is an independent Board of the City of Toronto. On average, more than 12 million people visit its 100 branches each year, more than 33.5 million visitors access its website, and roughly 25 million items are borrowed. Over 72% of Torontonians use the library, and 1.2 million people are registered Library cardholders. Collections comprise over 10.6 million items, including books, eBooks and DVDs, with over 40 languages represented in the diverse library materials. In 2023, customers borrowed almost 25 million items, accessed online services 33.5 million times, attended over 34,000 programs with 741,000 participants, and generated more than 6 million wireless sessions.

Toronto Public Library’s Special Collections are among Canada’s leading heritage and research resources, preserving and providing access to rare, unique, and culturally significant materials through exhibitions, digitization, and public engagement.

• Comprises major collections including Canadiana, arts, children’s literature, speculative fiction, and community archives
• Spans rare books, manuscripts, archives, artwork, and ephemera from ancient to contemporary periods
• Housed across two primary locations: Toronto Reference Library and Lillian H. Smith Branch
• Supports a large-scale digitization program and public access via the Digital Archive
• Anchors a dynamic exhibition program, including the TD Gallery and virtual exhibits
• Provides preservation and conservation services for long-term care of materials
• Enables research, education, and public programming for diverse audiences
• Fosters community engagement and partnerships, including co-created archives

REPORTS TO: Senior Manager, Special Collections
SALARY: Range of $105,000 to $140,000 per annum.
LOCATION: Toronto Reference Library - 789 Yonge Street, Toronto, ON M4W 2G8
ON-SITE: This is a Full-Time Permanent role (5 days in the office per week)

THE OPPORTUNITY: Reporting to the Senior Manager, Special Collections, and working collaboratively with the department’s management team, the successful candidate will manage the daily operations and public service delivery for Special Collections in two locations (Toronto Reference Library and Lillian H. Smith Branch). The successful candidate is also responsible for service and collection development, and collections management oversight, for the department’s unique heritage and literary research collections, comprising rare books, manuscripts, art and archival materials. The successful candidate will lead a team of approximately 35 staff, which include two department heads, professional librarians and archivists, and support staff, who operate the department’s public service points across the Library’s full open hours. The successful candidate will oversee staff and service points in the department, develop and monitor annual goals, work plans and budgets, develop and deliver innovative programs and other community engagement strategies for the Library’s Special Collections, effectively communicate with internal and external stakeholders, and lead service development and delivery for Special Collections in their area of responsibility.

RESPONSIBILITIES:

• Manages the daily operations and public service delivery of the Special Collections Department, with responsibility for service points and public service staff.
• Under the direction of the Senior Manager, oversees collection development and management functions for the unique library research and archival collections in the portfolio, supporting physical and digital access to these materials.
• Plans, implements and evaluates programs and services to ensure that they meet customer needs, are cost-effective, and are in accordance with the organization’s policies and strategic agenda.
• Plans, implements and evaluates engagement strategies to promote interaction, collaboration and user-contributed content.
• Ensures the achievement of goals and objectives for the area of responsibility.
• Effectively communicates policies, programs and services to internal and external stakeholders.
• Builds partnerships and professional relationships within the Toronto Public Library, the City of Toronto, other cultural and heritage agencies and community organizations to deliver service that is proactive, and responsive to customer needs.
• Under direction of the Senior Manager, supports and maintains fund-raising programs and initiatives.
• Assume responsibility for the department or area in the absence of the Senior Manager.
• Manages training, development and supervision of all levels of staff in the area of responsibility.
• Hires new staff, transfers, promotes, approves wage increases and confirms performance evaluations.
• Disciplines, terminates, participates in grievance procedures and administers collective agreement as required.
• Lead service development and delivery in their area of responsibility.
• Ensures safe and welcoming facilities and environments.

QUALIFICATIONS:

You will have expertise with specialized library research and archival collections, including familiarity with recognized standards and best practices for collections management, care and handling, digitization, storage and access considerations. You will also have demonstrated experience managing teams of information professionals and service delivery functions. Other qualifications include:

• Postgraduate university degree in library, archival or information science from an accredited program, or a recognized professional equivalent
• Experience in managing a team of professional and support staff, preferably in a public library or unionized environment
• Knowledge of developments in the library and archives fields and relevant legislation
• Demonstrated ability to establish effective working relationships and collaborative work approaches
• Committed to providing efficient, responsive and innovative service to clients
• Demonstrated capacity for problem-solving, results orientation and creativity
• Highly developed oral and written communication skills
• Superior facilitation and interpersonal skills
• Proven ability in change leadership

• Equity: Accessibility, respect and fairness
• Diversity: Valuing individual needs, experiences and differences
• Intellectual Freedom: Guaranteeing and facilitating the free exchange of information and ideas in a democratic society, protecting intellectual freedom and respecting individuals' rights to privacy and choice
• Innovation: Encouraging creativity, experimentation and the generation of ideas
• Inclusion: Welcoming participation in decision making and service development by residents and communities
• Integrity: Open, transparent and honest in all our dealings
• Accountability: Taking responsibility for our actions and the services we provide
• Service Orientation: Providing excellent, responsive services

TO APPLY: Please go to: https://www.nafor.com/tpl or use the links below.

Application Deadline: Monday, May 11, 2026, at 4:00 pm (ET)
Candidates are encouraged to apply at their earliest convenience. Applications will be reviewed on an ongoing basis, and initial interviews may begin before the application deadline is reached. All candidates who apply by the deadline will be considered equally.

Upon request, accommodation will be provided through all stages of the recruitment and selection process. If you are invited to participate in the assessment process and require accommodations, we ask that you submit your accommodation request to Jeff Richmond at jrichmond@nafor.com as soon as reasonably possible. All accommodation requests are confidential.

Toronto Public Library (TPL) invites applications from all qualified individuals. The Library is committed to equal opportunity, diversity in the workplace, equity and reconciliation, and welcomes applications from Indigenous people, Black and racialized groups, people with disabilities, 2SLGBTQ+ people and women.

All applicants must be legally entitled to work in Canada. Toronto Public Library (TPL) will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily. As we send time sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any background information provided be misleading, inaccurate or incorrect, Toronto Public Library (TPL) reserves the right to discontinue with the consideration of your application. Upon request, accommodation will be provided for persons with disabilities through all stages of the recruitment and selection process.

Click here to apply online