Interlibrary Loan Coordinator
Reports to: Liaison Librarian and Access Coordinator
Under the direct supervision of the Liaison Librarian and Access Coordinator, this position performs a wide variety of public services and general circulation tasks relative to interlibrary loan (ILL) and the general operation of a College Library. Working in collaboration with the Circulation Coordinator and Library Assistants, this position is responsible for answering ready-reference and directional questions, providing assistance to patrons with library materials and equipment use, performing general circulation tasks (checking materials in and out, creating library accounts, etc.), and helping to direct student workers. Primary duties for ILL include requesting, receiving, scanning, sending, tracking, and returning books lent to and borrowed from other libraries in accordance with local and national interlibrary loan standards and guidelines.
This position may be required to work at both the Hillside and South campus locations.
Bachelor’s degree, preferably in Arts and Humanities from an accredited college or university
Minimum two years of public services work experience; at least one year of work experience in a library setting required; experience with basic ILL practices in a library setting preferred; experience supervising team members is also preferred (but not required)
Excellent interpersonal skills to communicate tactfully and effectively with diverse library users by phone, email, and in person
Ability to work in a collegial manner in close quarters on a regular basis
Knowledge of basic office computer software such as Excel and Word; experience scanning, editing and creating .pdf documents with basic scanning and editing software (such as Photoshop and Adobe Acrobat); proficiency using library software (such as OCLC Connexion/Worldcat and Millennium)
Knowledge of, or ability to learn, basic copyright laws and guidelines as they pertain to Interlibrary Loan and ability to apply these guidelines when requesting materials
Handle and prioritize multiple tasks working in a fast-paced environment under varying time pressures
Must be able to work independently as well as be flexible to work as a part of a team and take direction from others
A commitment to diversity, and the ability to establish and maintain effective working relationships within Art Center’s diverse communities
Must be available to work evenings and Saturdays
Circulation Duties — 50%
Charge and discharge library materials, maintain and create patron records, process fine payments, place materials on hold, send overdue notices, claim missing materials, note lost materials, maintain library usage statistics
Responsible for accurately shelving library materials, supporting the overall appearance of the library, searching for missing items, troubleshooting public library terminals and equipment
Maintain books on reserve
Supervise claims returns and missing inventory procedures
Open and close library (when this is part of specific shifts) at both campuses following all procedures
Assist with storage and inventory projects, at both campuses; assist or supervise short-term and long-term special projects to conclusion
Supervise library assistants and student workers assigned to the section
Participate in staff meetings and system-oriented planning sessions
Assume responsibility for ensuring the duties of the position and policies of the library are performed in a safe, efficient manner
Keep supervisor informed of noteworthy occurrences
Interlibrary Loan Duties — 50%
Serve as the ILL contact for the Circulation Desk and perform most interlibrary loan activities including: sending, receiving, processing, and tracking incoming ILL requests and materials
Check the interlibrary loan inbox regularly for incoming requests and evaluate loan eligibility based on national and local guidelines
Route requests for items appropriate for our collection under certain dollar amounts directly to the acquisitions coordinator for review/ordering; request all other appropriate items from a holding library
Create and transmit digital and print documents by FTP, email, fax, or interoffice mail
Track ILL statistics
Request copyright clearance for materials using the Copyright Clearance Center when necessary, in coordination with the Collections Management Librarian and according to guidelines
Return ILL materials by the given deadline, including packing library materials for shipment and create shipping labels
Regularly update patrons on the status of long-term ILL requests
Regularly receive and track shipping invoices and other ILL fees and give them to the Acquisitions Coordinator for payment
Participate in other projects that support the Collections Management team when time is available, as needed (such as book cover/label processing)
Physical Demands and Working Environment
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, chemicals, dust and noise.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 50 pounds); to operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.
The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.
Job will be posted until filled, and applications will be accepted until the position is filled. Qualified applicants should send cover letter with resume and employment application to HR@artcenter.edu and reference “Library Coordinator” in the subject line.
ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.
Jennifer Faist, MFA | Library Systems & Digital Collections Administrator
College Library, ArtCenter College of Design
1700 Lida Street, Pasadena, CA 91103
firstname.lastname@example.org | 626.396.2265
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