Minitex seeks Library Assistant

Minitex is hiring a Library Assistant 3. This position is in the Resource Sharing Service Area.  The Library Assistant 3 is responsible for the management of WMS requests, OCLC verification, and the processing of requests at various campus locations.

Resource Sharing Services is an area in which Minitex participants submit requests for returnable and non-returnable materials to the Minitex central office located at the University of Minnesota Libraries - Twin Cities. Staff use physical and electronic resources from the University Libraries, as well as from libraries in the Minitex region, to fill requests. Staff participate in outreach to interlibrary loan staff at libraries in the Minitex region to provide leadership, expertise, and instruction for resource sharing functions. Resource Sharing staff continuously adapt workflow to incorporate new and emerging technology to ensure quick and accurate service.

Required Qualifications

• Five years relevant library experience.
• College education can be substituted for experience on a year for year basis up to three years.
• Demonstrated success working effectively both independently and within teams.
• Good interpersonal skills, including outstanding oral and written communication skills.
• Candidate should possess a strong commitment to providing excellent customer service.
• Administrative and office skills to include extensive knowledge with integrated automated library systems, database management and spreadsheet software, (Google Suite, Excel, WorldShare)

Preferred Qualifications

• Supervisory experience (supervising student employees and or employees).
• Training experience (training student employees and or employees).

JOB DUTIES/RESPONSIBILITIES

Coordinate the Processing of Minitex Requests at University of Minnesota Campus locations and Minnesota Historical Society.  30%

• Coordinate with Library Associate and Library Assistant III to determine the daily processing needs at Andersen, Como off-site facility and Minnesota Historical Society (MHS). 
• Monitor requests in Mira, an internal request management system for Minnesota Historical Society requests and determine which need on site processing at MHS Library.
• Refer requests in the Alma system ensuring complete and accurate citations.
• Work with borrowing library staff to determine patrons’ needs in processing genealogical type materials.
• Use the resources at MHS to verify difficult requests. Develop knowledge of the sources needed to solve or fulfill complex and/or problematic citations on requests.
• Process requests on Mira from the Andersen Special Collections queues. Follow established guidelines and communicate with subject experts, ensuring submission of requests to those libraries in a timely manner.
• Monitor Andersen Special Collections/Archival requests daily to ensure requests are processed within the established timeframe.
• Monitor the schedule for processing requests at the Como off site facility and serve as back-up to the Library Assistant 2 when needed.

Responsible for the Processing of Minitex WorldShare Management System (WMS) Requests on ILLiad. 30%

• Maintain a thorough working knowledge in the processing of Minitex WorldShare Management System lending requests in ILLiad.
• Ensure received requests are processed and distributed in the appropriate Mira queues by the next scheduled campus download.
• Coordinate the scheduling of staff working on this task daily to ensure these requests are processed in the most efficient timeline.
• Monitor the conditional queue in ILLiad. Update requests with additional information in Mira and move requests to the appropriate queue.
• Process renewal requests in ILLiad, update status of requests as appropriate.
• Work with campus location staff on requests processed with citation or processing issues. Provide examples as a training tool to ensure similar requests are handled correctly in the future.
• Search the University of Minnesota library database to identify internet resource materials.
• Determine appropriate handling of unverified or problem requests using appropriate bibliographic checklist tools.
• Identify libraries with recurring citation, verification, location, or format errors. Work with the Library Manager to determine the best course of action.
• Process overdue and lost materials.
• Maintain current written procedures on Google sites for request processing.
• Establish a positive working relationship with libraries in the region using WMS. Work with staff at those libraries to ensure efficient processing.
• Attend and participate in conferences and meetings of interest to WMS library staff.
• Periodically review current processes with an eye toward improvement as new technology surfaces.  
• Work closely with the functional lead to ensure information and changes are shared with all staff.

Coordinate and Monitor the Processing of Minitex Requests Needing OCLC Verification.  30%

• Work closely with functional lead to ensure OCLC verification traffic is monitored on Mira. Ensure requests are processed at or before expected deadlines. Communicate process changes and pertinent information about the area to staff. 
• Search the University of Minnesota library database to identify internet resource materials. Consult and understand licensing guidelines for interlibrary loan. Communicate with appropriate Library Manager on licensing concerns or policy when appropriate.
• Update various interlibrary loan request systems to indicate current request status.
• Determine appropriate handling of unverified or problem requests. Use bibliographic checklist tools to determine next steps for requests.
• Identify libraries with recurring citation, verification, location, or format errors and work with Library Manager to ensure the best way to approach issues.
• Work with other Minitex staff members on requests with problem citations when appropriate.
• Review requests checked on WorldShare to determine further processing steps and route requests accordingly.
• Edit, create and update Minitex custom holdings groups and paths on OCLC in a timely manner. Notify appropriate resource sharing and IT staff of changes.
• Identify referral locations for verified requests and determine appropriate referral priorities based on Minitex custom holdings.
• Search WorldShare Discovery or other appropriate tools to verify request information, identify referral holdings and maintain workflow standards.
• Screen, interview, hire, and train student staff to verify requests in WorldShare. Assess student progress.
• Coordinate scheduling of students with co-workers in the verification area to ensure all shifts are covered and requests are processed in a timely manner. 
• Handle WorldShare referral typing when appropriate as the next logical steps to verification.

Enhance the Overall Effectiveness of Resource Sharing and Minitex Services. 10%

• In coordination with Resource Sharing Management Group, plan and execute training in areas where processes have change and on-boarding new staff.
• Participate in a positive manner in meetings that involve the Resource Sharing staff and/or the entire Minitex staff.
• Establish & maintain positive relationships with co-workers in Resource Sharing, University Library staff, Minitex staff and Minitex participants.
• Attend workshops and conferences as appropriate, share information learned with other Minitex staff using appropriate communication methods.
• Assists Library Manager in the analysis of data for Resource Sharing.
• Promotes best practices and high standards for customer service throughout Resource Sharing.

*The Employer retains the right to change or assign other duties to this position.

Department Overview

Minitex is a publicly supported network of academic, public, state government, and special libraries working cooperatively to improve library service for their users in Minnesota, North Dakota and South Dakota. There is reciprocity with Wisconsin libraries.

The Minitex program is funded by the Minnesota Legislature through the Minnesota Office of Higher Education to serve Minnesota academic and state government libraries.  Minitex is a joint program of the Office of Higher Education and the University of  Minnesota. The Minnesota State Library Services (the Minnesota state library agency), a unit of the Minnesota Department of Education, provides additional funding to support services for Minnesota libraries and library users.

Libraries in North Dakota participate in Minitex programs through a contract between Minitex and the North Dakota State Library. In South Dakota, Minitex provides services funded by contracts with the South Dakota State Library and South Dakota Library Network. Minitex programs are coordinated by the Minitex staff located at the University of Minnesota-Twin Cities Libraries., which fills the majority of requests sent to the Minitex office.

How To Apply

Applications must be submitted online.  To be considered for this position, visit the University of Minnesota employment website and search for Job ID: 329283

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).