Acquisition/Interlibrary Loan Coordinator Position Available In Lackawanna, Pennsylvania

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service. Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities. Job Summary The Acquisition/Interlibrary Loan Coordinator (A/ILLC) is responsible for all aspects of purchasing, acquiring, and processing materials for the library’s physical and digital collections. This position also maintains day-to-day responsibility for interlibrary loan (ILL) operations. In addition, this position provides general office management and student employee hiring and supervision. The A/ILLC is one of three positions within HULA that collectively constitute the Resource and Acquisition Management (RaAM) Department. This department is charged with providing leadership, management, and day-to-day oversight of several of the library’s primary functions—including identifying, selecting, acquiring, organizing, providing convenient access to, and managing library content and resources. The department is also responsible for all ILL functions.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Acquisition:

Orders and copy-catalogs materials and processes all invoice payment requests for library supplies and materials. Tracks and troubleshoots work processes and coordinates ordering and order fulfillment with publishers and vendors. Researches procurement sources and pricing for monographic acquisitions. Encumbers funds, prepares invoices, and expends a purchasing budget as determined by the library’s Collection Development Working Group. Maintains online invoice files and other records of activities. Verifies and submits procurement card charges to the Head of Resource and Acquisition Management (HRaAM) for approval. Maintains the library’s internal bookkeeping, including harmonizing payment information between the university Workday system and the integrated library system (ILS). Provides regular financial and procurement updates to Research & Instruction Librarians, the Associate University Librarian (AUL), and the HRaAM. Supervises student employees who assist in all aspects of acquisitions and processing. Hires and trains student employees. Maintains student training documentation for acquisitions, cataloging, and general RaAM processes. Works with the HRaAM and the Collection Development Working Group to weed obsolete materials and to assess donated materials for inclusion in the collection.

Interlibrary Loan:

Manages daily ILL operations for non-returnable items (electronic articles) and mailing and receiving physical materials, largely in the Ex Libris Rapido system. Plans and assigns ILL-relevant tasks, and follows up on results of those tasks. Performs all borrowing and lending operations for requests mailed to, and received from, out-of-state partners. Supervises several student employees who assist in all aspects of ILL. Maintains documentation for ILL processes. Recommends system customizations as appropriate to automate routine interlibrary loan functions. Creates and updates ILL training documentation. Seeks opportunities to increase ILL productivity and reduce paperwork. Manages the ILL services budget as determined by the Library Leadership Team (LLT). Determines that borrowed and lent print and electronic materials comply with Copyright Law, Fair Use Guidelines, and CONTU Guidelines-and that appropriate copyright royalties are paid. Tracks and reports ILL spending on borrowing and lending, postage, and copyright fees. Administers ILL financial records, including billing partner libraries for lost ILL items, and depositing payments from partner libraries for lost HULA materials. Maintains statistics and prepares reports, including monthly lending and borrowing statistics, overall interlibrary loan activity, annual copyright reports, and other reports as necessary. Represents HULA by coordinating ILL policies and procedures with regional interlibrary loan partners in the Minitex region. Serves as a member of HULA’s Alma Primo Working Group (APWG). Represents HULA as a member of the MnPALS ILL/Resource Sharing interest group.

Collection Management, Digitization, & General Duties:

Integrates new technologies into workflow and practices. Keeps all department equipment operational by adhering to preventative maintenance requirements and instructions. Reports problems and malfunctions to HRaAM and may schedule repairs. Maintains supplies inventory for HULA by anticipating needed supplies, placing orders for supplies, and verifying their receipt. Coordinates book mending and weeding projects. Assists with creating and maintaining virtual library displays. Provides support for effective reading list services. Coordinates requests for digitization of materials for reading lists, ILL, and digital projects. Coordinates and purchases all HULA office supplies and RaAM specific supplies. Maintains relevant statistics and prepares reports as necessary.

Supervising Student Employees:

Hires, schedules, trains, supervises, mentors, and evaluates student workers employed by RaAM. Develops and adheres to an annual payroll budget for funds allocated to the federal student worker budget and the general student worker budget, as well as individual work study awards of student employees. Monitors student budget numbers for RaAM.

Additional Responsibilities:

Participates in HULA workgroups and project teams. Serves as backup for RaAM student workers as needed. Serves on relevant MnPALS committees and subgroups. Works on special projects. Performs other duties as requested.

REPORTING RELATIONSHIPS

The A/ILLC reports to and is evaluated by the HRaAM. Much of the routine work is done independently with frequent consultation and limited direct supervision. In addition, particularly close collaboration is required with the Central Service Desk Coordinator (CSDC) and the Catalog & Metadata Librarian (CMDL). This position coordinates the hiring, supervision, and task assignments of up to ~5 student employees and provides them with relevant coaching and mentoring.

This position reports to the:

Head of Resource and Acquisition Management This position may supervise student employees.

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for monitoring some budget activities.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

Required Technical Experience and Skills:

Aptitude for using library system functions related to acquisitions, cataloging, and ILL borrowing and lending Aptitude for working with bibliographic databases such as OCLC Aptitude for mastering principles and concepts of library collection organization and classification schemes and ability to interpret MARC records Mathematical and spreadsheet skills to effectively track and monitor statistics and prepare reports Strong analytical skills that aid in evaluating procedures and processes Proficiency with personal productivity IT tools used in a typical academic environment, including virtual collaboration tools (e.g., Google Apps) Ability to complete training for protecting the university’s information resources from inappropriate alteration, physical destruction, and unauthorized access

Core Workplace Skills/Abilities:

Communication skills commensurate with a professional workplace-to communicate clearly and concisely, convey complex information in a manner that others can understand, as well as the ability to understand and interpret complex information from others Ability to effectively supervise, train, and motivate student employees Ability to work independently and as part of a team Outstanding attention to detail and thoroughness Demonstrated ability to manage multiple priorities and follow through on projects to completion, including accommodating multiple conflicting demands for commitment of effort Aptitude for working effectively with students, faculty, staff, and colleagues; enthusiasm for delivering high quality service to an academic community Commitment to a diverse academic community, and an understanding of the contributions a diverse workforce brings to the workplace Capacity to adjust and thrive in an ambiguous, future-oriented environment and to respond effectively to changing needs and priorities Sensitivity for reducing stress for colleagues and other co-workers Resilience of character and perspective

MINIMUM EDUCATION/EXPERIENCE

Associate’s degree Employment experience in an office environment Basic understanding of billing and payment processes Experience searching library catalog or databases Experience using Internet search engines to yield focused results

PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS

Bachelor’s degree Professional experience working in a library or comparable organizational environment Professional experience working with library functions related to acquisitions and cataloging Working knowledge of bibliographic databases such as OCLC Experience maintaining complex data. General understanding of library collection organization and classification schemes and ability to interpret MARC records Knowledge of resource sharing software; understanding of overall functionality of an integrated library system. Familiarity with concepts, principles, issues, emerging technologies, and technical challenges related to ILL operations in academic libraries Library information certificate Record of achievement with providing public services to an academic community Demonstrated experience with supervising others, especially student or part-time employees, in a professional work setting Project management experience or aptitude

REQUIRED LICENSURE/CERTIFICATION/REGISTRATION WORKING CONDITIONS / EQUIPMENT

Requires computer use for significant periods of time. Requires ability to support technologies remotely. Requires occasional public service activities.

ADDITIONAL INFORMATION

This is a, .5 FTE, exempt position, 12 months a year.

Compensation and Benefits:

Pay Range:

$ 19.50 – $20.00 hourly

Part-Time Benefits:

Dental Vision Short Term Disability Critical Illness and Hospital Indemnity All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application. Since 1854, Hamline has set the standard for excellence in education, and we continue to do so today with the help of driven individuals who are dedicated to Hamline’s tradition of doing all the good we can in all the ways we can. Our community of students, faculty, and staff take seriously the ideals of the university—scholarship, leadership, and fellowship—and work together to enact positive change locally, nationally, and globally. Join us and see how you can take the lead here at Hamline.