Hamline University seeks Acquisition & Interlibrary Loan Coordinator

Text courtesy of Terry Metz, University Librarian, Hamline University

Hamline University is hiring an Acquisition/Interlibrary Loan Coordinator.

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 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 services.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Acquisitions:

• Orders and catalogs materials and pays invoices. Tracks and troubleshoots work processes and coordinates with publishers and vendors. Researches procurement sources and pricing for acquisitions.
• Encumbers funds, prepares invoices, and manages purchasing budget. Maintains paper and electronic invoice files. Tracks procurement card charges and submits procurement card statements to the Head of Resource and Acquisition Management (HRaAM) for approval. Maintains the library’s internal bookkeeping, including invoicing of accounts and posting to spreadsheets and harmonizing payment information in 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. Maintains student training documentation for acquisitions, cataloging, and general RaAM processes.
• Works with the HRaAM and the Collection Development Working Group to weed unwanted materials and to assess donated materials for inclusion in the collection.

Interlibrary Loan:

• Manages daily ILL operations by planning, assigning tasks, and following up on results of delegated tasks. Performs all borrowing operations; supervises several student employees who assist in all aspects of ILL. Maintains documentation for ILL processes. Customizes ILLiad Resource Sharing Management Software 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 for lost ILL items. Maintains statistics and prepares reports, including monthly OCLC statistics, overall interlibrary loan activity, annual copyright reports, and other reports as necessary.
• Integrates new technologies into workflow and practices. Keeps department equipment, including computers and scanners, operational by adhering to preventative maintenance requirements and instructions. Reports problems and malfunctions–and schedules repairs. Maintains supplies inventory by anticipating needed supplies, placing orders for supplies, and verifying their receipt.
• Represents HULA by coordinating interlibrary loan policies and procedures with regional interlibrary loan partners in Cooperating Libraries in Consortium (CLIC) and Minitex. Serves as a member of HULA’s Alma Primo Working Group (APWG). Represents HULA on the CLIC Acquisitions Committee and Interlibrary Loan Committee.

Collection Management, Digitization, & General Duties:

• Coordinates book mending and weeding projects. Assists with creating and maintaining library book 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 6400 general student worker budget, as well as individual work study awards of student employees. Monitors student budget numbers for RaAM.

Other Job Functions:

• Participates in HULA workgroups and project teams.
• Serves as backup for other RaAM employees.
• Serves on relevant CLIC 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 limited direct supervision.

In addition, particularly close cooperation is required with both the Central Service Desk Coordinator (CSDC) and the Virtual Services Librarian (VSL).

This position coordinates the hiring and supervision of ~ 7 student employees and provides them with relevant coaching and mentoring.

This position reports to the:  Head of Resource and Acquisition Management
This position does not supervise other employees.
This position supervises 6-10 student workers.

BUDGET MANAGEMENT RESPONSIBILITIES

Encumbers funds, prepares invoices, and manages purchasing budget. Maintains paper and electronic invoice files. Tracks procurement card charges and submits procurement card statements to the Head of Resource and Acquisition Management (HRaAM) for approval. Maintains the library’s internal bookkeeping, including invoicing of accounts, posting to spreadsheets, and verifying invoice payments. Provides regular financial and procurement updates to Research & Instruction Librarians, the Associate University Librarian (AUL), and the HRaAM.

This position is responsible for the following budget:  RaAM Student Worker Budget
Budget Range: $10,001-$50,000

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

• 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 RaAM statistics and prepare reports
• Competence for successfully shepherding a variety of projects.
• Strong analytical skills that aid in the processes of evaluating of procedures and processes
• Ability to effectively supervise, train, and motivate student employees.
• 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.
• Communication skills commensurate with a professional workplace.
• Ability to work independently and as part of a team.
• Proficiency with personal productivity IT tools used in a typical academic environment, including virtual collaboration tools (e.g., Google Apps).
• Outstanding attention to detail and thoroughness.
• Capacity to adjust and thrive in an ambiguous, future-oriented environment and to respond effectively to changing needs and priorities.
• Resilience of character and perspective.

MINIMUM EDUCATION/EXPERIENCE/EXPECTATIONS

• Bachelor’s degree.
• Two (2) years professional experience in a library.
• Two (2) years professional experience with supervising others, especially student or part-time employees.

PREFERRED EDUCATION/EXPERIENCE/EXPECTATIONS

• Library information certificate.
• Two (2) years professional experience working in an academic library or comparable organizational environment.
• Three (3) years professional experience working with library functions related to acquisitions, cataloging, and reserves lending.
• Working knowledge of bibliographic databases, such as OCLC.
• General understanding of library collection organization and classification schemes and ability to interpret MARC records.
• Knowledge of ILLiad Resource Sharing Management software; understanding of circulation functionality of an integrated library system.
• Familiarity with concepts, principles, issues, emerging technologies, and technical challenges related to interlibrary loan operations in academic libraries.
• 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

• Not applicable.

WORKING CONDITIONS / EQUIPMENT

Must be able to perform the essential functions with or without a reasonable accommodation:

• This employee performs work both in office and public settings.
• Ability to travel to off campus locations is required.

ADDITIONAL INFORMATION

• This is a full time, 1.0 FTE non-exempt position, 12 months a year.

EEO/DIVERSITY STATEMENT

Hamline University does not discriminate on the basis of race, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, disability, religion, age, or veteran status in its education or employment programs or activities.

To apply, please visit the Hamline University career website.