Library Assistant III/Principal Orders Assistant, University of Chicago, Chicago, IL
Posted December 10, 2014
Job Summary
Under the direction of the Supervisor of Monographic Orders, performs a wide range of library tasks, the primary of which is maintaining the effective flow and execution of orders placed in the Monographic Orders Section in all languages (except Chinese, Japanese, and Korean) including Slavic, Middle Eastern, South Asian, and Hebrew for Regenstein and all satellites except the Law library. May perform any of the tasks of the library assistants and library clerks.
Assists the Supervisor of Monographic Orders in organizing and delegating the daily workflow for staff (4-6 FTE), which includes the following functions: Searching and ordering rush, high priority, and patron requested materials, including special collections and archival items; Providing patron notification; Pre-order searching in the Library’s online systems; Placement of monographic orders; Keying-in of bibliographic records; Setting up and referring approval and blanket orders; Processing returns (firm orders and approvals); Claiming outstanding orders
Organizes and edits incoming order requests, determines vendors, commits prices, assigns book plates
Serves as primary contact for high priority, second-hand and out-of-print orders; performs complex searches for Special Collection material (SCRC); processes course reserve orders and patron requests including: searching, referral to subject specialists, batching, and ordering requested titles
Communicates with vendors to resolve outstanding order problems; analyzes and solves complex problems pertaining to orders and returns
Provides additional advanced-level support for the Head of Acquisitions and Rapid Cataloging and the supervisor of Monographic Orders, including interpreting/reviewing filters for order/receipt loads and payment, handling cancellations/re-vends, fund review/management, and other duties as assigned
Provides daily quality control for materials sent to Cataloging and Shelf-preparation; helps maintain bibliographer referral room
Assists with maintenance of the Acquisitions Web pages and provides general computer-related support
Assists in the management of students including hiring, training, payroll, and performance management.
Education:
High School Diploma or equivalent Required
Bachelor’s degree preferred
Experience:
Previous work experience searching online systems and databases required
Previous experience with library processing procedures required
Experience successfully using the following: word processing, spreadsheets, Web authoring and database software required
Prior experience supervising student workers preferred
Competencies:
Good reading knowledge of at least one (1) Western European (non-English) languages, preferably Romance or Germanic required
Ability to communicate clearly and concisely verbally and in writing required
Excellent interpersonal skills and the ability to work as a team with supervisors and other clerical staff required
The ability to interact with clarity, tact and courtesy with subject specialists, other Library staff, vendors and patrons required
Excellent organizational skills and the ability to manage complex tasks and projects independently required
Strong attention to detail with the ability to multitask and handle frequent interruptions required
Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required
Demonstrated sound judgment and effective and independent problem-solving and decision-making skills
Detailed knowledge of world geographical areas, including major cities required
Ability to handle multiple priorities, sort, identify, quickly and effectively resolve problems, and manage time efficiently required
Ability to work well with a diverse staff and with library staff from outside the department required
Candidates must demonstrate the following competencies: manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, patients, staff, faculty, students and others; communicate effectively in English, both orally and in writing; identify priorities; recognize and resolve or refer problems; work effectively with supervision and as a part of a team; use or learn a range of position-related software applications
Knowledge of the library book trade both current and second hand preferred
Good reading knowledge of Russian/other Cyrillic and/or Hebrew or Arabic preferred
General knowledge of descriptive cataloging rules preferred.
Ability to bend required. Ability to carry, push, pull, and lift up to 40 pounds required