Library Assistant 3, Collections and Content Strategy – University of MN Twin Cities

Title & Job Code: Library Assistant 3, 4997

Service Area: Collections & Content Strategy
Department/Unit: Content Acquisitions & Delivery (CAD)/Acquisitions and Rapid Cataloging (ARC)
Percent Time: 100%

SERVICE AREA OVERVIEW
The Collections & Content Strategy service area provides leadership in the development, discovery, and long term stewardship of the University of Minnesota Libraries’ wide-ranging collections. With over 7.7 million print volumes, and millions of electronic resources, the University of Minnesota Libraries’ research collections address all current and emerging areas of study at the University. Our collections are amongst the largest in the country. C&CS directs and oversees the acquisition, licensing, description, and discovery of content to meet the needs of the University community and all those interested in our collections. We also facilitate access to resources held at our extensive network of partner libraries throughout the world. The C&CS service area also develops and stewards the technologies and systems that support the metadata, fulfillment, and discovery of our robust resources for both the Twin Cities campus and the system campus libraries. We provide digitization, management, and preservation of the Libraries’ physical collections to ensure long-term, broad access to those resources in our possession. Our aim is to increase access to, and awareness of, unique resources for scholars throughout the world. We also provide services and expertise to campus content creators on our collections, intellectual property rights, and copyright information while advocating for sustainable models for scholarly communication and information sharing. We work collaboratively with Libraries staff across the University of Minnesota system, campus partners, and external partners to advance the mission of the Libraries and the University.

PRIMARY FUNCTION
The primary functions for this position include ordering, invoice processing, marking, and maintenance of physical serials and monographs; identifying, resolving, and communicating issues related to print materials to vendors; and serving as a resource to other library staff. This position will also work cross-departmentally on programs and projects related to ILL, gifts, ebook selection, various consortial and collections projects, and department documentation.

JOB DUTIES/RESPONSIBILITIES

(30%) Physical Serials Acquisitions

• Ordering: Places orders for new journal subscriptions or replacement copies for lost or damaged issues of existing journal subscriptions. Creates purchase orders, selects vendors, orders from vendor websites, or by directly contacting vendors. Manages complex ordering, communicating with selectors, vendors, Library Business Office, and other library staff as needed.
• Receiving: Searches ILS, confirms title/order information and records online receipt of incoming print serials. Verifies and updates Items, Holdings, Bibliographic, Order, and other associated records as needed. Physically prepares items for library collections.
  • Responsible for SACAP (South Asian Cooperative Acquisitions Program) receiving: Manages the receiving and claiming of SACAP serials, delegating as necessary, maintains the AMES spreadsheet, and communicates claims to the Ames Librarian.
• Invoicing: Authorizes and processes invoices in Alma. Searches ILS and verifies order, invoice, vendor, and expenditure information. Creates invoice records and authorizes payments for invoices for materials. Processes invoices for subscriptions and standing orders.
• Physical serials troubleshooting and ARC Unit support: Troubleshoots issues related to access, discoverability, and availability of physical materials. Investigates and resolves complex acquisitions issues, communicating results appropriately with library staff, vendors, and/or library users.
  • Assists liaisons, catalogers, LBO, and other library staff with their acquisition questions.
  • Triages, resolves, and/or reassigns trouble tickets (using TDX).
  • Participates in fiscal year close activities including identifying outstanding invoices from vendors and releasing encumbrances.
  • Serves as a backup to the serials student supervisor. Reviews student work and responds to student questions.

(30%) Order Maintenance and Vendor Reconciliation Lead: Works with print serials staff, supervisor, and ARC unit manager to develop and implement processes to streamline the arrival, claiming, and maintenance of print orders.

• Creates a systematic process to reconcile open monograph and serial purchase orders in Alma with vendor orders, updating Alma or vendor information as needed. Generates PO Task List reports from Alma and manipulates data using pivot tables to be used by staff in resolving acquisitions issues.
• Performs order maintenance for items from the serials problem shelf and unit email box.
• Identifies serial changes (title changes, frequency, publisher, etc.) and routes to appropriate staff for cataloging or other bibliographic work.
• Interprets vendor policies and procedures and incorporates them into the workflow.
• Processes renewals and cancellations.
• Participates in the establishment and ongoing maintenance of predictive check-in.
• Returns items to vendors, records vendor reports/responses in Alma, and claims missing items/invoices when needed.
  • Monitors the student claiming spreadsheet. Prepares statistics to report to ARC unit manager.

(20%) Oversees Marking Operation 

• Manages workflows and provides oversight for marking; oversees and directs marking of periodicals, monographs, music scores, optical and magnetic media, microforms, objects, and other materials. Adjusts workflow as necessary to ensure that work is done in a timely fashion.
• Resolves complex or unusual marking issues, such as placement of security tags and identification information on non-standard materials, troubleshooting human and computer-generated labeling issues, or working with librarian staff to determine best practices for marking materials in non-Western languages and formats.  Recommends binding treatments or custom enclosures for items that need additional protection before being shelved.
• Monitors inventory and orders supplies used by the marking staff and other U of M libraries/library divisions.
• Writes and updates documentation of marking procedures.
• Performs updates, adjusts settings for, and troubleshoots problems with the SpineOMatic labeling program and Zebra label printers. Documents issues involving SpineOMatic, suggests possible resolutions.
• Collaborates with staff in other library units, departments, and divisions to implement and improve cross-unit procedures.  Provides training and analyzes workflow for process improvements.  Acts as a resource to libraries units processing new materials for circulation.
• Trains and oversees marking student(s).
• Coordinates return and sending processes for items to return to Printing Services storage.  Identifies items to go to PS2, changes location in Alma, barcodes volumes, coordinates with Minitex to determine volume placement.
• Compiles marking statistics.

(20%) Provide Support for and Work on Projects as Needed.

• Coordinates Better World book shipments
• Select ebooks for courses in collaboration with the Course Materials department
• Collaborates with others in the department to complete special projects.
• Assists with library systems/tools (e.g. Alma and Primo) testing and evaluation.
• Assists with the development of documentation.
• Participates in cross-departmental training to support library initiatives.
• Engages in continuing education and professional development by attending workshops or webinars, independent reading, or other activities.
• Participates in appropriate committees/groups related to acquisitions work, e.g., testing and evaluating fiscal year close processes and report results.
• Performs other duties as assigned.

Required Qualifications

• College education can be substituted for library or research experience on a year for year basis up to three (3) years plus two years of relevant library experience and/or five (5) years of relevant library or research experience.
• Strong interpersonal skills and attention to detail
• Demonstrated commitment to supporting a culture of diversity, equity, and inclusion.
• Experience delivering in-person and virtual library reference services.
• A proactive approach to learning and using new library tools and technologies, such as citation tools and database navigation.
• Strong interpersonal skills and attention to detail.
• Excellent verbal and written communication skills.
• Strong time management and organizational skills

Preferred Qualifications

• Skilled in the data gathering, manipulation, and analysis using tools such as Microsoft Excel & Google Sheets
• Basic reading knowledge of one or more foreign languages
• Library acquisitions experience
• Experience in training and writing documentation
• Experience with integrated library systems such as Alma
• Experience working in a higher education environment
• Ability to adapt to change in a fast-paced information resources environment

DEPARTMENTAL OVERVIEW
In support of the Libraries’ mission, the Content Acquisition and Delivery (CAD) department plays an essential role in providing content and collections that support contemporary and future research aligned with campus programs and, through collaborative efforts with other institutions, ensures that the University community has access to resources on a global scale.

The department consists of two units: Interlibrary Loan & Digital Delivery and Acquisitions & Rapid Cataloging.  These units function together in a team environment, leading and contributing to initiatives that support the Libraries’ strategic plans. Operationally, the Content Acquisition and Delivery department is responsible for borrowing content from other libraries, delivering physical and electronic resources, receiving, invoice payment, processing domestic & foreign approval plans, rapid/copy cataloging, loading vendor records, monitoring/processing of shelf-ready materials, and implementing innovative acquisitions and resource sharing projects and programs.

Applications must be submitted online.  To be considered for this position, please click the Apply button and follow the instructions.  You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your “My Job Applications” page and uploading documents in the “My Cover Letters and Attachments” section.

To request an accommodation during the application process, please e-mail [email protected] or call (612) 624-UOHR (8647).

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission.  The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression.  To learn more about diversity at the U:  http://diversity.umn.edu.

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research.  Located at the heart of one of the nation’s most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.