Interlibrary Loan Assistant

University of Chicago; Chicago (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

The University of Chicago Library is seeking a Library Assistant to process interlibrary loan requests, working under the Head of Interlibrary Loan. You will handle a range of technologies and provide service to patrons while coordinating with partner libraries.

Responsibilities include supervising student staff, ensuring timely fulfillment, and assisting with shipments and record-keeping in a fast-paced library environment.

Qualifications

• High school diploma or equivalent required.
• Bachelor’s degree preferred.
• Related library experience required.
• Patron/customer service experience in a high-volume library required.
• Experience with bibliographic searches, including Boolean searching, preferred.

Responsibilities

• Process interlibrary loan requests using ILLiad, OCLC WorldShare, ReShare, DOCLINE, RapidILL, and Folio systems.
• Verify citations in many languages and search catalogs for materials in our collections and beyond.
• Troubleshoot and correct technical and policy issues related to interlibrary loan requests and software.
• Provide customer service to University of Chicago patrons and coordinate with staff at other institutions.
• Oversee student staff, train new employees, and assign daily tasks.
• Coordinate day-to-day processes with other ILL Assistants and manage shipping preparations.

Skills

Strong organizational skills

Attention to detail

Time management

Customer service

Communication skills

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

ILLiad

OCLC WorldShare

ReShare

DOCLINE

RapidILL

Folio

MS Word

MS Excel

Job description

Department

Library C & A - Access Serv - Doc Del - ILL Lending

About the Department

As a center of intense intellectual inquiry, the University of Chicago Library aspires to be the most dynamic research and learning environment in the world, supporting the University's commitment to research and teaching and to using its intellectual resources to help solve the world's problems. Even as we continue to focus on building and preserving our renowned collections, the Library is assuming new roles that are vital to research, innovation, and learning at the University. In the process, we are leveraging the deep expertise of Library staff, developing services that support new avenues of research, and expanding access to and preservation of scholarly resources in ways that advance the goals of the University community and the needs of the next generation of scholars.

Job Information

Job Summary

Under the supervision of the Head of Interlibrary Loan, processes incoming interlibrary loan requests using a wide variety of specialized software and services. Performs duties of Library Assistant and Library Clerk positions. Performs work in accordance with Library standards and procedures.

Responsibilities

• Processes incoming borrowing and lending interlibrary loan requests using ILLiad, OCLC Worldshare, ReShare, DOCLINE, RapidILL, and Folio systems. Verifies citations in many languages and using a wide variety of sources and databases, and searches online catalogs and databases for materials held in our collections and elsewhere in the world.
• Troubleshoots and corrects technical and policy issues related to interlibrary loan requests and software.
• Provides customer service to UChicago patrons and coordinates with staff at other institutions to fulfill requests and track their status, including overdue and missing items. Answers general policy and procedure questions, assists clients with request creation, applies and waives fines.
• Oversees student staff and work: introduce new employees to Library policies, procedures, programs, and equipment. Directs and trains student employees in a range of library tasks, including retrieval of materials from the stacks, request updating, readying items for shipment, and article scanning. Searches for items not found by student employees. Participates in assigning and monitoring daily student tasks. Provides coverage for these tasks as necessary.
• In collaboration with other ILL Assistants, coordinates day-to-day processes and workflows related to fulfilling interlibrary loan requests.
• Processes outgoing ILDS, BTAA, and BorrowDirect shipments to meet daily deadlines. Prepares ILL materials for shipment via FedEx, UPS, and other courier services. Uses mailing and label-printing equipment, logs items, and prepares and prints out labels. Inputs address information into shipping databases when necessary.
• Performs database maintenance by correcting errors in interlibrary loan records and manually updating interlibrary loan records as necessary.
• Assists in the documenting of procedures, analyzes, and resolves problems, recommends changes in procedures and processes as necessary, assists in the monitoring of office supply levels, and participates in training sessions related to job duties as deemed necessary by the University.
• Performs other duties as assigned.

Competencies

• Demonstrated strong organizational skills and attention to detail and accuracy.
• Demonstrated ability to work independently to effectively plan, prioritize, and complete work in a timely manner, to meet established departmental deadlines.
• Demonstrated ability to communicate clearly and concisely verbally and in writing, with excellent accuracy and attention to detail in written communications.
• Demonstrated critical thinking and analytical skills, and ability to perform independent problem-solving and decision-making.
• Ability to manage duties with flexibility and adaptability as office procedures, processes, and technology change.

Education, Experience, and Certifications

Education:

• High school diploma or equivalent from an accredited institution required.
• Bachelor's degree preferred.

Experience:

• Related library experience, or an equivalent combination of position-related education and experience, required.
• Patron/customer service experience in a high-volume library or related setting required.
• Previous work experience performing bibliographic searches, including experience with Boolean and other advanced search techniques, preferred.

Technical Knowledge or Skills

• Working knowledge of library procedures.
• Work experience and demonstrated strong proficiency in Microsoft Office products, including Word and Excel.
• Strong keyboard skills.
• Knowledge of standard reference sources.
• Previous work experience with Interlibrary Loan software.
• Reading knowledge of at least one (1) non-English language.

Working Conditions and Physical Requirements

Ability to carry or lift loads of up to 30 lbs,