Job Description

Office Support, Library Specialist – Interlibrary Loan

 

Date: February 15, 2023

Position Title: Office Support, Library Specialist – Interlibrary Loan

Department: Library and Learning Commons

Job ID: 1486

Work Hours/Schedule: 40 hours/ 52 weeks (some evenings and weekends*)

Compensation: APSS, Level B, Step 1 - $17.25/hour

Reports to: Associate Director, Library and Learning Commons

Posting Close Date: March 1, 2023

* Must be willing to work a flexible schedule. Schedule may need to be adjusted to accommodate peak periods. This
may include some evenings and weekends.

 

BENEFITS
Grand Rapids Community College provides an excellent benefits experience for our GRCC family. Our benefit package is designed to enhance employees' health and well-being. Part-time employees have different benefits outlined in the specific collective bargaining agreements and handbooks. Below is an overview of these benefits, additional details are available on the Human Resources/Benefits website:

● Six health insurance plan options (includes a high deductible plan with a health savings account option).
● A unique dental & vision reimbursement program (includes coverage for adult orthodontia & lasik eye surgery).
● Employer sponsored retirement plans as well as voluntary retirement savings plans (403b or 457 plans)
● Tuition benefits at GRCC for you, your spouse and your dependents.
● Tuition reimbursement at other higher education institutions for you.
● Generous time off that includes sick, vacation and personal leave banks.
● Paid holidays and holiday shutdown period in late December!

 

SUMMARY
The Interlibrary Loan Specialist manages Document Delivery/Interlibrary Loan and all related financial transactions; enforces copyright, and coordinates optimal workflow with student assistants, courier, systems, and vendors.

 

Essential Job Functions
● Manage the daily processing of borrowed materials from other libraries.
● Manage the daily processing of lending GRCC materials to other libraries.
● Manage and set up the functionality of Interlibrary Loan software.
● Hires, trains, and supervises the Interlibrary Loan student employee and delegates/coordinates their work.
● Coordinate and prioritize workflow based on monthly, quarterly, and annual statistics, and benchmarking with other academic libraries.
● Serve as the main contact to non-GRCC services and institutions in following up on invoices, statements, credit memos, etc. to resolve overdues, renewals, and other various Interlibrary Loan issues ensuring policy compliance and efficiency.
● Communicate with GRCC faculty, staff, and students regarding Interlibrary Loan issues.
● Assess and collect all fees and replacement costs from resource sharing partners.
● Run queries, compile reports, and analyze data in Interlibrary Loan to prepare statistics for surveys as needed by the Director of the Library and Learning Commons.
● Market the Interlibrary Loan service.
● Submit invoices to the Library Administrative Assistant for payment.
● Create, maintain, and demonstrate how to use the Interlibrary Loan service.
● Search, analyze, and choose the best monographic and serial bibliographic MARC records in various library resources.
● Assist Collection Development Team by providing collection data and usage statistics.
● Monitor external databases to ensure holding information and policies are updated and correct.
● Track and enforce copyright compliance for non-returnable we receive. Order from document suppliers or submit payment to the Copyright Clearance Center as needed. Maintain accurate records for the current five years.
● Support the GRCC and LLC student-centered mission, vision, values, and ensure that common academic library standards and practices are followed.
● Stays up-to-date with new technologies and academic library trends, as well as best practices of resource
sharing in academic libraries to improve the Interlibrary Loan process and overall library services.
● Attend staff meetings and serve on LLC, campus, and community committees.
● Provide computer and technology support in Library student labs as needed.
● Effectively communicate with the Systems and Web Librarian, IT, staff, and outside vendors to ensure Interlibrary Loan computer technology is effective and efficient.
● Assist with library and campus events.
● Other duties as assigned.
● Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.

 

Marginal Job Functions
● Manage the Circulation Desk as needed.
● Cross train in all Access Services departments (Circulation, Serials, and Acquisitions) to serve as backup.
● Write job manuals for this position and for the Interlibrary Loan Student Assistant.
● Check online purchasing vendor pricing on items to ensure cost effectiveness.
● Participate in the ILL SIG Team.
● Collaborate as a member of Michigans MeLCat Advisory Committee.

JOB SPECIFICATIONS
Education/License
● Associates degree or comparable combination of relevant education and experience required.

 

Work Experience
● Two years of library work experience required.
● One year of working in Interlibrary Loans preferred.
● Supervisory experience preferred.
● Experience with Circulation, Serials, and Acquisitions preferred.
● Experience in searching online databases for verification of article and book requests preferred.

 

Competencies

The following competencies are essential and will be evaluated for our candidates through the evidence-based
selection process:

 

Foundational Competencies
● Responsibility
● Teamwork
● Adaptability
● Listening
● Achievement
● Information Skills
● Speaking
● Decisive

 

Occupational Competencies
● Getting Information
● Communicating with Supervisors, Peers, or Subordinates
● Interacting with Computers
● Establishing and Maintaining Interpersonal Relationships
● Organizing, Planning, and Prioritizing Work
● Documenting/Recording Information
● Processing Information
● Identifying Objects, Actions, and Events
● Updating and Using Relevant Knowledge
● Performing Administrative Activities
● Making Decisions and Solving Problems
● Communicating with Persons Outside Organization
● Evaluating Information to Determine Compliance with Standards
● Monitor Processes, Materials, or Surroundings
● Resolving Conflicts and Negotiating with Others

 

Equipment Use/Knowledge/Skills/Abilities
• Demonstrated knowledge and software application experience, specifically Microsoft Office Suite, G Suite,
Blackboard, databases, student information systems, (preferably PeopleSoft Campus Wide Information System), scheduling tools, and texting platforms.
• Ability to learn the Integrated Library System, LibInsight, MyGRCC, MelCat, RIDES, OCLC Databases and
Connexion Browser, MARC records, Tipasa, WorldShare ILL, Custom Holdings Paths, Policies Directory, Constant
Data Records, Article Exchange, AbbyFineReader, and notification templates.
• Strong interpersonal skills.
• Ability to multi-task and organize work effectively.
• Demonstrated experience working independently and collaboratively within a diverse setting is preferred.

Physical Demands
• Capable of repetitious lifting of objects up to 25 pounds.
• Sitting for long periods of time at a computer workstation.

Mental Demands
● Must demonstrate initiative, attention to detail, organization skills, effective decision-making and problemsolving, and complaint resolution abilities.
● Self-motivated with the ability to work independently and collaboratively with minimal supervision.
● Possess verbal, written, and interpersonal skills for effective communication with diverse populations on and off campus.
● Ability to communicate effectively with a diverse student, staff, faculty and business partner population.
● Must be able to maintain confidentiality and possess an understanding of FERPA laws and requirements.
● Demonstrated ability to troubleshoot in an ever-changing technological environment.
● Ability to manage multiple priorities in a fast-paced environment.

 

Working Conditions
● Grand Rapids Community College will comply with any mandated health and safety requirements. Employees
will be directed to our GRCC Policy(s) for compliance information.

● Must be punctual with a good attendance record and have the ability to accommodate a flexible work schedule, including evenings and weekends as needed.

● Ability to handle frequent interruptions.

● Travel to offsite locations may be required.

 

METHOD OF APPLICATION
Grand Rapids Community College is only accepting online applications for this position at https://www.grcc.edu/jobs.
Submit a cover letter and resume in one document. The opportunity to apply for this position will close on March 1,
2023 at 11:59PM. Individuals with diverse backgrounds are encouraged to apply. Grand Rapids Community College is an
equal opportunity employer. Visa sponsorship is not available.
Grand Rapids Community College creates an inclusive learning and working environment that recognizes the value and
dignity of each person. It is the policy and practice of GRCC to provide equal educational and employment opportunities
regardless of age, race, color, religion, marital status, sex/gender, pregnancy, sexual orientation, gender identity, gender
expression, height, weight, national origin, disability, political affiliation, familial status, veteran status or genetics in all
programs, activities, services, employment and advancement including admissions to, access to, treatment in, or
compensation in employment as required by state and federal law. GRCC is committed to reviewing all aspects of GRCC
programs, activities, services and employment, including recruitment, selection, retention and promotion to identify and
eliminate barriers in order to prevent discrimination on the basis of the listed protected characteristics. The college will
not tolerate any form of retaliation against any person for bringing charges of discrimination or participating in an
investigation. Further information may be obtained from the EEO Office or the Office of General Counsel, 143 Bostwick
Avenue NE, Grand Rapids, MI 49503-3295.

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