Interlibrary Loan Assistant

This position works a Monday-Friday, 10:30am-7pm schedule. The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.

NOTIFICATIONS

The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California's COVID-19 vaccine program.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 11-01-2023

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

UC Santa Cruz values diversity, equity, and inclusion and is committed to hiring faculty and staff who share these values. UCSC is a Hispanic-Serving Institution (HSI) with a high proportion of first-generation students. Staff are expected to understand the barriers facing historically oppressed groups in higher education, and demonstrate an ability to support effective strategies that foster the success of underrepresented groups in creative, professional, and/or scholarly fields. Activities promoting equity and inclusion at UC Santa Cruz will be recognized as important university service.

More information can be found at:https://library.ucsc.edu

JOB SUMMARY

Interlibrary Loan, a unit within the User Services and Resource Sharing Department, advances and supports the University's research, teaching, and public service missions. Under the direction of the Head of Interlibrary Loan, this position:

• Performs daily ILL workflow functions
• Supervises Interlibrary Loan student staff
• Provides public service and patron education
• Works collaboratively to develop best practices
• Participates on projects and library committees

Staff members support the UCSC Principles of Community, which can be found here: https://www.ucsc.edu/about/principles-community.html

APPOINTMENT INFORMATION

Budgeted Salary: $28.42 - $32.65/Hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Days, Evenings

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Main Campus/Hybrid

Union Representation: CX - Clerical/Admin

Job Code Classification: 006759 (LIBRARY AST 4)

Travel:  Never or Rarely

JOB DUTIES

50% - Operations

• Accepts and verifies a variety of interlibrary loan requests, including some in a foreign language for both print and non-print media, from UCSC patrons and all types of libraries (academic, public, regional, special, out-of-state, foreign).
• Searches in databases and uses bibliographic tools (including Worldcat, OCLC, Alma and Worldshare) to verify the accuracy of requests; re-verify problem requests as needed.
• Determines availability, eligibility, and loan period of requested items by exercising independent judgment with regard to billing, circulation, and copyright policies; consults with other library units (including Special Collections, and the Media Center) as needed.
• Resolves difficult, specialized, varied, and non-routine ILL requests and problems. Interprets national, international, and University of California resource-sharing guidelines and policies.
• Handles patron interactions at the desk and troubleshoots customer service and workflow issues.
• Handles routine and specialized troubleshooting of ILL management software/hardware. Works with system-wide committees to test ILL management software and revise system-wide documentation related to ILL management software.
• Hires, trains, schedules, and monitors, ILL student employees. Accounts for, supervises, and directs the work of ILL student employees; oversees student workflow and daily retrieval and preparation of requested items from the University Libraries and processing of incoming and outgoing ILL materials; completes student tasks as necessary.
• Prepares billing statements for other libraries. Resolves patron billing appeals.
  Verifies and approves borrowing and lending invoices and forwards to Library Financial Services for payment. Consults with Library Financial Services to resolve complex ILL invoices.

35% - Administrative Support

• Under the direction of the ILL Unit Head and in collaboration with ILL team members, designs, evaluates, researches, recommends, and implements changes or improvements to existing services, work tools, procedures, and policies necessitated by a changing internal and external environment.
• Shares the coordination of establishing ILL work quality standards and guidelines.
• Identifies inefficiencies in workflows and procedures and makes recommendations to resolve them. Communicates changes to ILL Unit Head and other identified parties. Follows the team's procedure for consistently evaluating and documenting decisions about workflow.
• Determines daily work priorities; assesses the need for redistribution and implements changes as needed in consultation with team members.
• Works with ILL team to identify student training needs and implement a team-recommended training plan.
• Follows agreed-upon process for communicating changes in ILL services to the library, the campus, and ILL patrons.
• Follows agreed-upon procedure for evaluating enhancements to existing ILL management software and coordinates the provision of feedback at the system-wide or local level.
• Analyzes ILL statistics and applies data to ILL workflow decisions.

10% - Public Service Desk & Patron Education

• Assists patrons in the use of ILL services; answers questions about the status of ILL requests; interprets Interlibrary Loan, Reserves, and Circulation policies and procedures as appropriate for patrons and instructs patrons in the identification of the necessary information to be included in requests.
• Checks materials in and out, place holds, recalls, and searches; renews materials; assigns barcodes to materials that have never been checked out; answers phones, transfers calls, and takes messages; issues and updates library cards; accepts materials for reserves processing.
• Assists patrons in person at multiple public service points and virtually through email and synchronous chat. Informs patrons of library policies and demonstrates basic research methods; teaches patrons how to locate materials within the local collection; demonstrates placing of Interlibrary Loan requests; shows patrons how to access their library accounts; identifies and refers complex requests.
• Describes printing and scanning options to patrons, provides basic troubleshooting of ITS-managed equipment, and directs unresolved issues to ITS as needed. Provides patron education and support for microfilm readers and scanners.
• Responsible for the safety and security of buildings, collections, and patrons during all open hours. Uses good judgment in determining the need for additional assistance in resolving difficult or unsafe situations. Executes emergency procedures when necessary as outlined in the Library Emergency manual.

5% - Miscellaneous/Committee Participation

• Participates in US&RS department meetings and as appropriate attends Circulation/Collection Maintenance and Reserves/Media unit meetings. Seeks out and participates in recommended professional development opportunities. Participates in unit-wide initiatives. Assists other units as necessary and participates in ad-hoc special projects as assigned.
• Represents UCSC on consortial resource-sharing committees. Coordinates the flow of information between consortial resource-sharing committees and ILL team/Unit Head.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Understanding of the ways that racism, ableism, and sexism appear in work environments; interest in fostering an inclusive environment that supports a sense of belonging.
• Substantial experience using request tracking, inventory management software, library management software, or similar systems.
• Ability to perform bibliographic verification using online tools.
• Experience working in a collaborative, team-based work environment.
• Experience directing the work of others.
• Demonstrated skill in organizing, monitoring, and setting priorities for a heavy workload with multiple tasks and competing deadlines.
• Superior communication skills to negotiate routine and difficult interactions.
• Ability to continually assess workflow processes with an eye toward efficiency and best practices.
• Able to give, receive, evaluate, and apply constructive criticism.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• Ability to safely perform the physical requirements necessary to move light to moderate objects up to 60 lbs., with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.