Library Assistant – New Request Fulfillment

Position Overview

This position is responsible for duties in the New Request Fulfillment unit within the KU Libraries, Acquisitions and Resource Sharing department. Currently staff in this unit are responsible for acquiring materials needed by library users in all formats and by a variety of methods including: purchase, subscription, standing order, license agreement, gift or exchange, approval plans, interlibrary loan and document delivery.

A new library management system to be implemented by Summer 2026 is expected to lead to significant changes, which cannot be fully anticipated. The Libraries current strategic plan prioritizes a thorough analysis of workflows across the library which may result in redefined assignments and reporting lines related to this system implementation.

Currently reporting to the Library Manager for NRF, the staff in this unit are responsible for work in a high-volume, fast paced, data-driven environment, focused on meeting immediate user needs. This work involves meeting various daily turnaround times and managing a high volume of interpersonal communication that includes email, IM, phone, and walk-in services. Due to the physical handling of materials and regularly shifting priorities of the unit, staff are expected to work a regular schedule that is primarily onsite.

KU’s excellence is a result of the rich tapestry of experiences, perspectives, and backgrounds of our faculty, staff, students, and colleagues from across our nation and the globe. At KU, we invest in continuous learning and growth by creating a climate where people engage in respectful dialogue and debate and support each other’s success. We foster a culture of care where each person is seen, heard and valued. When people feel a true sense of belonging, we believe they are better able to reach their full potential and achieve remarkable things. The successful candidate must be eligible to work in the U.S. by the effective date of the appointment.

Job Description

60% SEARCHING AND ORDERING

• Processes borrowing requests in ILLiad received via webforms.
• Processes lending & Document Delivery requests to the point of paging preparation.
• Processes purchase requests for electronic books submitted by library bibliographers or through direct patron requests via GOBI, email or online request forms.
• Verifies bibliographic citations of materials in all formats and determines whether the KU Libraries already own the requested material.
• Verifies citations, format, price (as applicable), patron notification requirements, availability and places requests.
• Follows established procedures for identifying the most appropriate source(s) and access points to be searched, verifies details of the request match availability and places orders and requests accordingly.
• Exercises day-to-day quality control to meet established benchmarks and maintain an effective workflow. Proactively identifies ways to improve service and/or efficiency in consultation with supervisor.
• Maintain effective communication lines and working relationships with staff across KU Libraries who help with the processing of copies and other necessary functions, assisting staff in proper use of ILLiad in handling the different nature of request fulfillment.
• Works with appropriate KU libraries’ staff to resolve any non-routine situations or problems as they arise, always in consultation with the supervisor.
  
  
  

20% UNIT AND PROJECT MANAGEMENT SUPPORT

• Provides other unit functions in a back-up role to team members in support of any New Request Fulfillment unit service. Assists each main service coordinator and fulfills coordinating duties in their absence, based on volume and resources available.
• Prepares and manages projects for student employees in response to unit or department workflow needs.
• Supports, utilizes, and serves as a resource for project management best practices.
• Provides day-to-day quality control, meets established benchmarks, and maintains an effective management of projects and workflow.
  
  
  

20% SERVICE AND WORKFLOW MANAGEMENT, TEAMWORK ACTIVITIES, AND SKILL DEVELOPMENT

• Monitors shared and individual email account(s) for the Interlibrary Loan Borrowing account (illborr@ku.edu) & provides backup support to Interlibrary Loan Lending account (illlend@ku.edu).
• Provides exceptional customer service in response to requests or questions within area of primary responsibility and referring requests and questions as needed to appropriate personnel within the department.
• Documents all transactions in appropriate systems and contributes to effective departmental information management and communication.
• Shows commitment to positive, solution-oriented problem solving.
• Attends and participates with staff in individual, unit or department meetings, team building activities, sharing responsibility for effective functioning of meetings and teams.
• Actively participates and develops aptitude for technology and system efficiency and takes responsibility for the skills and knowledge needed to accomplish work.
• Performs other duties as assigned, based on continual assessment of departmental staffing needs and the needs of the library.
  
  
  

Required Qualifications

• High school diploma or GED.
• Minimum of one year library or related experience.
  
  
  

Preferred Qualifications

• Recent relevant work experience in library acquisitions, resource sharing (interlibrary loan).
• Demonstrated initiative and ability to work successfully with detailed and complex procedures, organize work effectively, and be successful in a rapidly changing, production-oriented work environment.
• Experience providing high quality customer service, including strong interpersonal communication skills, both orally and in writing.
• Demonstrated ability to work effectively and cooperatively as part of a team, as well as independently in a wide variety of tasks.
  
  
  

Additional Candidate Instructions

A complete online application includes:

• Cover letter addressing how you meet the required and preferred qualifications.
• Resume.
• Contact information for three professional references (including at least one previous or current supervisor).
  
  
  

An online application must be completed to be considered for this position.

Application review begins Friday, December 20, 2024. For consideration apply by Thursday, December 19, 2024.

Contact Information to Applicants

Tonia Morgan

morgt@ku.edu

Advertised Salary Range

Minimum salary $35,776, final determination commensurate with experience

Work Schedule

Monday-Friday, 8am-5pm

Application Review Begins

Friday December 20, 2024

Anticipated Start Date

Sunday January 5, 2025