Interlibrary Loan Lending Assistant

Position Number: 40076966

Payroll Title: Library Assistant 3

Job Code: 006760

Job Open Date: 2/3/2025

Application Review Begins: 2/19/2025; open until filled

Department Code (Name): LIBR (LIBRARY)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $25.80 to $30.66/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $25.80 to $36.95/hr.

Work Location: Davidson Library - 1302A

Working Days and Hours: Monday-Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

UCSB Library empowers researchers and students to create and adapt knowledge for the benefit of society. Situated at the interdisciplinary crossroads of campus, the Library embodies scholarship and advances UCSB as a world-class research and learning institution. With a staff of 240 employees and student workers, the Library manages more than 3.6 million unique print and digital resources, including world-renowned special research collections, and provides a wide range of innovative research, teaching and learning services to more than 2 1/2 million physical and virtual visitors per year.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the direction of the Unit Head of Interlibrary Loan, responsible for independently performing the daily operations of Interlibrary Loan (ILL), with a functional specialization in lending operations. Major duties include: discovering new ILL requests submitted from borrowing institutions, paging and charging out requested material from UCSB Library collections; processing material for shipment to borrowing libraries, and processing returns of lent material; updating ILL management system and the UC System-wide Integrated Library System (SILS) accordingly at every step along the way; directing the work of ILL student assistants and/or student assistants from other Access Services units assigned to assist in ILL activities; monitoring items in overdue and/or lost status; processing renewal requests submitted by borrowing libraries; communicating effectively with borrowing libraries about UCSB Library loan policies and overdue or recalled material; billing borrowing institutions for lost or damaged materials; participating in the collective processing of ILL borrowing and lending activities, and assisting the Library Services Desk staff, as needed.

Required Qualifications:

• High school diploma or GED.
• 1-3 years library experience and/or equivalent.
• 1-3 years customer service experience.
• Ability to utilize independent judgement when interpreting library policies and procedures.
• General knowledge of library practices and procedures.
• Excellent written and verbal communication skills.
• Advance problem-solving skills.

Preferred Qualifications:

• Associate’s degree or higher or equivalent experience and/or training.
• 1-3 years experience working in Interlibrary Loans.
• Knowledge of US Copyright Laws.
• Supervisory experience.

Special Conditions of Employment:

• Mandated reporting requirements of Child Abuse.
• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

“Misconduct” means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 65% Lending Request Processing - Working independently, performs the core tasks of ILL lending each day. Interprets and processes new requests submitted by borrowing institutions using knowledge of cataloging and bibliographic entry standards. Applies best judgment of US Copyright law and relevant UCSB Library policies and procedures while determining the availability and eligibility of material to be lent or copied. Prepares and organizes request paperwork efficiently for paging. Composes and monitors conditional inquiries to borrowing institutions concerning their requested material, including soliciting acceptance of loan restrictions. Processes items for loan and updates their lending status in both the ILL management system and the SILS with correct due dates. Packs items to be lent/returned to other UC campuses in preparation for shipment via the UC-shared courier service. Prepares items to be shipped to institutions outside of the UC system, including filling out the appropriate shipping form, padding fragile or rare items, and bringing items to the Shipping and Receiving Room for further processing. Scans and sends articles and book chapters requested by borrowing institutions and updates ILL management system and the SILS to reflect shipped status. Monitors, resolves, and communicates with borrowing libraries about renewals, overdues, and recalls of lent materials, updating the ILL management system and the SILS accordingly. Initiates requests for special materials to be paged from the UCSB Library’s Special Research Collections Department, and coordinates with the Collections Strategies Department concerning the materials condition and potential eligibility for loan or photocopying, updating the ILL management system accordingly. Develops and implements safe and protected shipping and copying protocols for a wide variety of materials. Processes returned material and updates both the ILL management system and the SILS to reflect returned status. Inspects material upon return for damage and bills borrowing institutions when necessary. Scans oversize, fragile, or complex color material to ensure quality and protection of UCSB materials.
• 15% Student Supervision - Manages the direct supervision, hiring, scheduling, training, discipline, and dismissal of student assistants employed by the ILL unit. Conducts initial orientation, onboarding, and arranges for appropriate training. With input from other supervisors, administers initial, yearly, and termination student assistant evaluations. Complies with standards and policies outlined by Library and Campus Human Resources. Creates and maintains quarterly student assistant schedules based on unit needs and student assistant availability. Directs daily tasks and special projects as needed. Verifies, corrects, and approves bi-weekly electronic timecards through Kronos Workforce Management System.
• 10% Billing - Initiates billing for UCSB Library material that has been lost or damaged while on loan to borrowing libraries. Communicates and collaborates with UCSB Accounting Services to generate UC intercampus recharge transactions. Creates invoices for non-UC billing and maintains accurate records of the relevant correspondence, paperwork, and computer files. Processes incoming payments of invoices in conjunction with the UCSB Cashiers Office, and maintains paper or electronic files in compliance with retention and auditing requirements.
• 5% Departmental & Patron Assistance - Responds to and resolves borrowing library inquiries submitted via telephone and email correspondence. Serves as backup to or assists the ILL Borrowing Assistant positions, and directs student assistants in support of these activities; assists Services Desk staff concerning ILL circulation transactions; provides backup and support to other units in Access Services as needed.
• 5% Miscellaneous - Actively seeks professional development opportunities to keep up to date with current practices in ILL and expand skill set. Maintains and updates ILL process and procedure documentation as assigned. Serves on Library Committees as assigned and contributes to Library projects and initiatives as needed. Completes other duties as assigned, including assisting other units in Access Services as needed.