INDIANA STATE UNIVERSITY
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Cunningham Memorial Library
Position Description
DATE: 09/03/2009
UNIT: Circulation Department (Interlibrary Loan)
POSITION CODE: CR9760
POSITION TITLE: Library Associate IV (Interlibrary Loan Supervisor)
(Vacant)
POSITION SUMMARY:
This position applies a comprehensive knowledge of major library functions involving diversified, highly complex duties with responsibility for planning, organizing and directing the workflow of the interlibrary loan unit. Exercises considerable judgment within established procedures and guidelines; uses discretion, independent action and judgment to analyze facts, make decisions, take or recommend action; demonstrates responsibility for and commitment to self-assessment of expertise; seeks advanced training and opportunities to apply new and evolving methods and technologies; communicates well in person, over the phone and via electronic mail; possesses excellent interpersonal skills, including tact, courtesy and civility, in accordance with the Library’s mission, vision and values; and interacts with faculty, staff or outside constituents concerning Library issues and procedures. All activities are performed in consultation with the Chair of the Circulation Department.
The interlibrary loan supervisor manages the day-to-day activities of the Interlibrary Loan section (ILL). The supervisor understands and is able to perform and train in all the functions within the ILL unit. This position troubleshoots problems with equipment and patron requests and cross trains with the Circulation Supervisor.
IMPACT STATEMENT
The position supervises the Interlibrary Loan staff which is
responsible for facilitating requests for journal articles and materials not
owned by Cunningham Library. With the University's emphasis on scholarship and
research, faculty and students increasingly rely on the information
procurement services the Interlibrary Loan department provides. Soaring journal
subscription costs have forced the library to replace paper subscriptions with
online resources. In 2008, this department of four handled 32,500 requests, 59%
more than they handled in 2007. In addition to participating in the complex
task of researching and confirming citations for requests, the position also
handles billing issues, copyright compliance and reports, shipping details, and
requests for renewals.
SUPERVISION RECEIVED
The interlibrary loan supervisor is supervised by the Chair of the Circulation Department.
SUPERVISION EXERCISED
With delegated authority, interviews and recommends selection of applicants; conducts staff training, assigns and schedules work, and contributes to annual performance evaluations; assists in the organization of workflow between or among units; trains others in the use of specialized software, procedures, etc.; continually reviews access tools to assure that information is easily and readily attainable by library patrons; and assists in or cross trains staff members. Responsible for day-to-day work monitoring of other staff, excluding personnel issues.
Must meet the minimum qualifications required for a Library Associate IV, including a bachelor’s degree and 2 years of library or relevant experience, or an associate’s degree and 4 years of library or relevant experience. Supervisory experience. Recent experience working with multiple computer applications. Familiarity with Interlibrary Loan programs such as OCLC, Illiad, Odyssey and Ariel. Ability to organize work flow and set priorities under deadline pressures. Excellent interpersonal, oral and written communication skills, and customer service skills. Ability to interact tactfully and maintain effective working relationships with faculty, staff, students, and community patrons. Ability to learn and use different types of software. Ability to use initiative and be creative. Ability to complete assigned tasks in a timely manner. Ability to focus and work in a busy and changing environment.
ADDITIONAL DESIRABLE QUALIFICATIONS
Experience working in an academic environment. Knowledge of library classification schemes and standard library circulation practices. Ability to supervise student employees and staff in a positive, teaching manner.
TYPICAL DUTIES AND RESPONSIBILITIES
Has a working knowledge of common Office software, such as Word, Excel, Access, etc. Is able to write reports and training materials utilizing good writing skills, formulas, and charts.
Oversees the borrowing operations, including seeking sources for hard-to-find publications.
Performs complex bibliographic searching.
Has a basic understanding of the syntax of Spanish, German, and French and other languages so as to facilitate non-English bibliographic searches.
Reviews access tools to assure that information is easily and readily attainable by patrons; troubleshoots problems, enlisting the aid of other staff needed to solve problems.
Supervises the processing of ILL lending requests.
Keeps informed of ISU library holdings, services, policies and procedures in order to provide effective service to researchers through libraries across the nation.
Initiates circulation traces for items not found on the shelf.
Oversees the processing of incoming and out-going ILL mail.
Frequently updates knowledge of national, regional and local ILL codes, policies and procedures.
Oversees the preparation of invoices for lending request charges.
Monitors and sends reminders to other libraries for lost book charges.
Assists in the selection, training, and evaluation processes of student assistants.
Manages the day-to-day activities of ILL such as workflow to support staff member(s) and student assistants; assumes essential duties of ILL support staff member(s) in their absence.
Verifies accuracy of student assistant time reports.
Checks for availability of upgrades to ILL software, coordinates downloads with Library Systems Department; trains staff in new features.
Assists the Chair of the Circulation Department with establishing and maintaining policies and procedures in the ILL office.
Interacts with other departments in developing procedures that involve cooperation between ILL and the other departments (e.g., Shipping, Cataloging, Acquisitions).
Communicates closely with the Chair of the Circulation Department.
Performs other duties as assigned.
Application:
Internal applicants only. See https://www.jobs.indstate.edu to apply. Review of applications begins immediately and will continue until position is filled.