Access Services Specialist

Vanderbilt; Nashville (TN); On-site; USD 45,000 - 60,000; Full time

Job summary

Vanderbilt University Libraries seeks an Access Services Specialist in the Logistics and Access Services department. The role supports access to print and digital materials, improves space and user experience, and contributes to transformative digitization projects across the Central Library, Annex, and Heard Libraries.

The position emphasizes cross-functional collaboration, adaptability, and proactive service in a fast-paced academic library setting, reporting to the Manager of Access Services.

Qualifications

• Associate's degree or higher is required.
• Training or certification in project management or logistics is preferred.
• Experience in higher education or academic libraries is preferred.

Responsibilities

• Lead or support logistics operations such as inventory audits, material movement, and spatial planning.
• Apply structured project management practices to digitization, space optimization, or asset transfers.
• Draft documentation and SOPs to enhance consistency and cross-training across service points.
• Provide assistance to library patrons.
• Manage rotating areas: student workforce, course reserves, and interlibrary loan operations.
• Engage in system-wide initiatives and committees.

Skills

Project management

Technology proficiency

Communication skills

Independent & collaborative work

Education

Associate's degree or higher

Tools

MS Project

Asana

Trello

Library cataloging systems

Job description

JOB DESCRIPTION

Position Summary:This position serves as Access Services Specialist in the Logistics and Access Services department within the Vanderbilt University Libraries. Logistics and Access Services is a newly reimagined department, which aims to remake access services to meet current and future needs. This individual is part of a team responsible for services and projects related to the access of print and digital materials in the Vanderbilt Libraries to optimize space, accessibility, and user experience in the Central Library and the Annex. The ideal candidate will be comfortable working in a fast-paced environment, be able to handle ambiguity and change, be proficient in a variety of technology applications, automation mapping, and possess an ability to work independently and collaboratively with library staff. This position reports to the Manager, Access Services.

About the Work Unit

The Logistics and Access Services department is based in the Central Library and the Annex and with the potential to be deployed across the library system to fulfill mission-critical service needs works in a team-based model, where responsibilities are shared, and planning and decision making are done collaboratively. The Logistics and Access Services department is tasked with developing a forward-looking service model that strategically aligns with the evolving needs of the Vanderbilt user community, ensuring relevance and sustainability. Moving beyond routine transactions, this department will focus on seamless access, exceptional user experiences, and transformative projects related to legacy print collections (such as mass digitization) all with an eye toward defining the future of library access for the next decade and beyond. Positions in this department are intentionally designed to be highly flexible and adaptable to strategic priorities. In addition to supporting core departmental needs, Access Services Specialists are equipped to meet emerging demands across the library system by moving beyond traditional transactional support to a model that prioritizes proactive service, user engagement, and operational agility. They may be deployed across various service desks and library locations to ensure consistent, high-quality interactions with patrons, contributing to a unified service experience. This adaptability positions the role as a key component in advancing a future-oriented library system built on responsiveness, efficiency, and cross-functional collaboration. The team will leverage technology to automate processes and enhance efficiency in next-generation access services. The Access Services Specialist is based in the Central Library and will work on projects in the Central Library, the Annex and throughout the Heard Libraries. The Jean and Alexander Heard Libraries at Vanderbilt University comprises nine libraries, as well as service departments in collections services, digital scholarship & scholarly communications, information technology and digital services, and teaching & learning. We seek to create a welcoming environment and serve as a partner in research and scholarship. The libraries are dynamic places for faculty, staff, students, and alumni to reflect and discover. We also strive to be a workplace in which staff at every level continuously grow in knowledge and skills, staying abreast of advances and trends in librarianship to power relevant, vibrant research libraries. The Jean and Alexander Heard Libraries are fundamental to the university's goal of advancing scholarship and learning. We collect, preserve and make accessible a wide variety of resources, we partner with faculty and students to shape research, and we encourage the development of informed scholars and engaged citizens.

Key Functions and Expected Performance

LogisticalServicesandTransformativeProjects-40%Works closely with the Manager of Access Services and teammates to define scope of projects and execute project deliverables according to a prescribed timeline. Lead or support logistics operations such as inventory audits, material movement, and spatial planning. Apply structured project management practices (Lean Six Sigma, PMP-style workflows) to digitization, space optimization, or asset transfers. Use timeline tools (e.g., MS Project, Asana, Trello) to support long-range planning of service improvement initiatives. Apply lean workflow methods to streamline circulation, reserves, or interlibrary loan functions. Draft documentation and SOPs to enhance consistency and cross-training across service points. Support after-action reviews to inform continuous improvement across the system. Communicate regular updates on project progress, challenges, and completion status to supervisor and other stakeholders. Manages one of the following areas on a rotating basis for the team, continuously improving and seeking workflow efficiencies within each area - 30% Supervising student workforce Managing course reserves for Central Library (and other libraries as needed) Managing Inter-Library Loan borrowing and lending Develops and plans student engagement programming and events - 10% Provides assistance to library patrons - 10% Provide technology support for library patrons Provide support for library study spaces, including room reservations and troubleshooting equipment issues. Assists patrons with access services questions and needs. Help create an inclusive, mission-aligned service culture that models institutional values. Participatesinsystem-wideinitiativesandcommittees-5% Engageinongoingprofessionaldevelopmenttostaycurrentwithtrendsandbest practices in information services - 5%

SupervisoryRelationships

This position does not have supervisory responsibility, this position reports administratively and functionally to the Manager of Access Services.

Education and Certifications

Associate's degree or higher is required. Training or certification in project management or logistics is preferred.

Experience and Skills

Strong organizational skills and attention to detail are necessary. A wide range of computer and technology skills are necessary. Basic understanding of library cataloging systems and management software is preferred. Project management experience is preferred. Comfort with physical labor, including lifting boxes of books, standing for extended periods, and pushing carts of materials is necessary. Strong communication skills, both written and verbal are necessary. Ability to work independently and collaboratively in a team environment is necessary. Dependable, proactive, and able to prioritize tasks effectively is necessary. Flexible and adaptable to changes in priorities or project timelines is necessary. Experience working within higher education or academic libraries is preferred.

ABOUT US

At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of "America's Best Large Employers" as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice. We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it.

Vanderbilt University is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.