General Information
| Payroll Title | LIBRARY ASST IV | Title Code | 006759 | Grade/Step | Working Title | Reserves Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | University Library Dept | Supervisor | Sahra M Klawitter | Department Head | Steven L Mandeville-Gamble |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 6760 | LIBRARY ASST III | 1 |
Special Requirements and Conditions
| Critical Position |
| Other (provide description - max. 300 characters) |
| Other (description) |
|---|
| Must be bondable and able to clear a background investigation as required by state law and University regulations |
Level of Supervision Received
| General Supervision |
Items Used
| Computers, printers, touch screen monitors, receipt printers, barcode and document scanners, telephones, cash register, calculators, photocopiers, de/sensitizer units, barcode duplicator, label printer, book trucks, standard office equipment, P.A. system, building alarm, & walkie-talkies. |
Position Purpose
| The Reserves Coordinator coordinates all aspects of Course Reserve Services for the Rivera and Orbach Science Library locations and is responsible for the direct supervision of 1 FTE staff and up to 3 student assistants. This position organizes daily workflows, including the processing and removal of hardcopy and electronic reserves, trains Circulation/Reserves staff on course reserve tasks, serves as a liaison to faculty regarding course reserves, interprets and administers copyright and fair use guidelines and policies, implements processes for the streaming of audio and audio/visual files, and provides circulation services to a wide variety of patrons on a regular basis. Must be able to work Monday-Thursday 8:00am-5:00pm, Friday 9:15am-6:15pm during the academic year. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Administration & Supervisory Duties | 35 |
| Hires, supervises, schedules and evaluates FTE staff and student employees. Counsels and recommends on personnel action in accordance with UC Policies and Procedures, Library practices and procedures, and the Clerical Contract. Trains staff and student employees in reserve duties, policies and procedures. Maintains regular communication and notification of policy changes. Determines work priorities, assesses staffing needs, workload changes, and accomplishments. Coordinates General Allocation (Budget) usage and requests with the Unit Manager. Participates in the formation and review of reserve policies and procedures and maintains processing manuals in coordination with the Unit Manager. Ensures reserve staff provide courteous and helpful service to all users and that they are able to respond to and satisfy a wide variety of patron demands. Represents the Unit to the public. Recommends changes and/or new procedures to the Unit Manager that make more efficient use of resources in carrying out unit responsibilities. Drafts policy statements upon request. Supports the UCR and Library Affirmative Action Program. Attempts to maintain a diversified staff through hiring, selection, training, coaching and promotional opportunities. Establishes and maintains a bias-free work environment. Maintains confidentiality of records as required by Library and University policy. |
|
| Reserve & Individual Responsibilities | 35 |
| Utilizes expert knowledge of course reserve-related best practices and relevant processing software and applications to coordinate and manage the efficient operation of the Rivera and Orbach Science Library reserve services under the direction of the Unit Manager. Prepares library materials for use and frequently applies paraprofessional knowledge of library practices and procedures. Utilizes detailed knowledge of the Integrated Library System in creating uncataloged bibliographic records for personal course reserve material and on-the-fly records. Interprets copyright provisions and ensures copyright compliance for all material placed on reserve. Advises faculty of UCR Reserve Copyright Guidelines. Refers complex copyright issues to the Unit Manager. Responds to inquiries in a timely manner with an emphasis on reserve and streaming services. Consults with the supervisor on workflow issues. Refers complex issues to the Unit Manager. Monitors the quality and accessibility of course reserve records, materials, and scanned images to ensure procedures are performed accurately. Coordinates deprocessing of reserve items and organizes routines to ensure proper return of material. Orders new books, e-books, and media material for course lists and follows up on the status of outstanding orders. Monitors the reserve book budget allocation. Prepares statistical reports for reserve services and other reports as requested. Processes the streaming of audio and audio/visual files. Responsible for closing the Rivera Library facility on Fridays. May assist in opening or closing at other UCR Library locations as needed. Follows written procedures for closing the facility. Performs individual or technical duties of those supervised in their absence. Assesses and responds to a variety of serious and complex security and safety issues in accordance with library and departmental procedures and in conjunction with Library Security Services. Uses judgment to resolve issues falling outside of established procedures. |
|
| Access Services Public Service Duties | 20 |
| Staffs Public Services Desks as scheduled. Maintains current knowledge of and performs circulation desk functions. Follows Access Services Public Services Guidelines. Performs general Access Services functions, such as paging available material, processing incoming interlibrary loan material, generating and processing patron notifications, and assisting with shelving, shifting and shelf reading, operating a cash register and accurately logging statistics on appropriate forms. Uses multiple online systems to determine the status of or information on patrons or materials as well as performs a variety of circulation functions. Maintains knowledge of the policies and procedures of the UCR Library. Independently interprets and applies these policies and procedures. Resolves patron concerns according to departmental guidelines and policy. Approves exceptions to policy, except when it would establish new departmental or library policy. Refers those outside of the scope of written policy to the supervisor. Consults regularly with the supervisor on public service needs to ensure appropriate service response to library patrons. Writes and distributes Security Report Forms. Operates the building alarm and public announcement (PA) system and reports and troubleshoots problems associated with their use. |
|
| General Departmental & Library Responsibilities | 5 |
| Assures that the highest standards of ethical conduct and integrity are practiced in meeting one's responsibilities and in support of attaining unit and library goals. Assists in developing and fostering teamwork spirit among unit staff. Oversees the functional operation of the Circulation/Reserves Services Unit in the absence of the Unit Manager and Desk Coordinator. Participates in unit and library meetings and committees as appropriate. Monitors relevant mailing lists, department blog and other formal communications mechanisms. Maintains knowledge of current industry trends and performs continuous assessment of innovative methodologies, technologies and approaches. Identifies opportunities for improvement and communicates them to supervisor. Interprets and is able to carry out UCR Library and campus-wide safety/emergency procedures. Acts as backup staff member in emergency staffing situations. |
|
| Other | 5 |
| Performs other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Demonstrated ability to manage and organize varying workloads, establish priorities and meet deadlines. | |
| 2 | |
| Experience working with the public in a service oriented environment. Strong interpersonal skills with ability to work successfully in an intensely collaborative environment with a broad range of people from culturally diverse backgrounds including colleagues, administrators, students, faculty, donors, and alumni. |
|
| 3 | |
| Demonstrated experience using the Reserves module of an Integrated Library System. Experience processing print and electronic reserve materials. Knowledge of and experience with bibliographic records, including bibliographic search strategies. |
|
| 4 | |
| Experience using a document scanner and Adobe Acrobat software in scanning and manipulating scanned images. Ability to communicate effectively, both orally and in writing. |
|
| 5 | |
| Experience working with MS Office, email programs, and the internet. Ability to learn specialized software. | |
| 6 | |
| Ability to perform accurate, detailed work. | |
| 7 | |
| Keyboarding skills sufficient to enter data into an on-line system quickly and accurately. Math skills sufficient to accurately gather, compare, and compile information. |
|
| 8 | |
| Ability to display initiative and remain flexible in a fast-paced and changing environment. |
|
| 9 | |
| Must be able to bend, stoop, lift, and push loaded book trucks weighing up to approximately 250 lbs. Ability to successfully pass a background check. Must be able to work flexible hours for staffing in backup situations, including days, evenings, weekends, and holidays. Hours may vary from quarter to quarter. |
|
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's Degree or equivalent. | |
| 2 | |
| Experience in hiring, supervising and staff development of career staff and casual-restricted (student) staff. | |
| 3 | |
| Demonstrated experience evaluating, monitoring and balancing allocated budgets | |
| 4 | |
| Academic library experience. | |
| 5 | |
| Experience working at a Circulation Desk. | |
| 6 | |
| Experience in processing audio and audio/visual material for streaming. | |
| 7 | |
| Experience closing a library facility. | |
| 8 | |
| Demonstrated use of an online Accounts Receivable System. | |
| 9 | |
| Experience handling safety and emergency situations. | |
| Posted Position Purpose |
|---|
| The incumbent for this position coordinates all aspects of Course Reserve Services in the Orbach Science and Rivera Libraries; coordinates the processing and removal of hardcopy and electronic reserves, including overseeing ordering, recalling and managing material for reserve use and organizing daily workflow; hires, trains and supervises 1 FTE staff and up to 3 student assistants; trains Circulation/Reserves staff on reserve tasks including processing and de-processing; serves as a liaison to faculty regarding reserves; trouble shoots and assists students and faculty members in accessing electronic reserves; interprets and administers copyright and fair use guidelines and policies, as well as circulation/reserve policies as they apply to library patrons; provides circulation services to a wide variety of patrons on a regular basis in accordance with the desk schedule; may be used as backup in emergency staffing situations in Circulation/Reserve Services. Must be able to work Monday-Thursday 8:00am-5:00pm, Friday 9:15am-6:15pm. Hours may vary from quarter to quarter. Must be able to work flexible hours for staffing in backup situations - days, evenings, weekends, and holidays. |
| Posted Minimum Requirements |
| Demonstrated ability to manage and organize varying workloads, establish priorities and meet deadlines. Experience working with the public in a service oriented environment. Strong interpersonal skills with ability to work successfully in an intensely collaborative environment with a broad range of people from culturally diverse backgrounds including colleagues, administrators, students, faculty, donors, and alumni. Demonstrated experience using the Reserves module of an Integrated Library System. Experience processing print and electronic reserve materials. Knowledge of and experience with bibliographic records, including bibliographic search strategies. Experience using a document scanner and Adobe Acrobat software in scanning and manipulating scanned images. Ability to communicate effectively, both orally and in writing. Experience working with MS Office, email programs, and the internet. Ability to learn specialized software. Ability to perform accurate, detailed work. Keyboarding skills sufficient to enter data into an on-line system quickly and accurately. Math skills sufficient to accurately gather, compare, and compile information. Ability to display initiative and remain flexible in a fast-paced and changing environment. Must be able to bend, stoop, lift, and push loaded book trucks weighing up to approximately 250 lbs. Ability to successfully pass a background check. Must be able to work flexible hours for staffing in backup situations, including days, evenings, weekends, and holidays. Hours may vary from quarter to quarter. |
| Posted Preferred Qualifications |
| Bachelor's Degree or equivalent. Experience in hiring, supervising and staff development of career staff and casual-restricted (student) staff. Demonstrated experience evaluating, monitoring and balancing allocated budgets. Academic library experience. Experience working at a Circulation Desk. Experience in processing audio and audio/visual material for streaming. Experience closing a library facility. Demonstrated use of an online Accounts Receivable System. Experience handling safety and emergency situations. |