Library Assistant for Resource Sharing

Reporting to the Director of Logistics and Access Services, the primary function of this position is to contribute to the management and processing of interlibrary loan (ILL) requests to borrow materials from other institutions and the lending of Vanderbilt library materials (loans and digital scans) to the libraries that request them.

About the Work Unit:

The Jean and Alexander Heard Libraries at Vanderbilt University is comprised of nine libraries, as well as service departments in collections services, scholarly communications, IT infrastructure, and digital scholarship. We seek to create a welcoming environment and serve as a partner in research and scholarship. The libraries are dynamic places for faculty, staff, students, and alumni to reflect and discover. We also strive to be a workplace in which staff at every level continuously grow in knowledge and skills, staying abreast of advances and trends in librarianship to power relevant, vibrant research libraries. The Jean and Alexander Heard Libraries are fundamental to the university's goal of advancing scholarship and learning. We collect, preserve, and make accessible a wide variety of resources, we partner with faculty and students to shape research, and we encourage the development of informed scholars and engaged citizens.

Vanderbilt Libraries holds over 4 million volumes and enables access to millions of e-resources, including over 900,000 serial titles. An active program of digital resource delivery and development is grounded in successful collaboration among library and university staff from Digital Scholarship Services, other library departments and university information technology staff.

The Interlibrary Loan Service uses ILLiad, OCLC, RAPID ILL and other tools to offer interlibrary borrowing service to the Vanderbilt University community, to deliver library materials to Vanderbilt faculty, and to provide interlibrary lending service to other institutions. The service borrows and lends locally, regionally, nationally and internationally, and actively participates in various resource sharing groups and consortia (for example, ASERL, SEC, KUDZU, ATLA).  The service also cooperates with other VU library units to purchase materials for the permanent collections.

Key Functions and Expected Performance:

Operations - 65%

• Process Document Delivery and Faculty Delivery requests, ILL borrowing and lending requests
• Screen and process interlibrary borrowing requests.  Screen new user registrations.  Clear copyright for requests for articles/copies.  Prepare article requests for transmission to Rapid ILL.  Identify and route requests for rush processing.  Search OCLC and other resources to identify and locate needed materials and transmit requests to potential suppliers.  Refer requests for locally available materials to Document Delivery Service as appropriate.  Respond to patrons with information about their requests (e.g., item is available in VU collections; item is not available; etc.) or to clarify citation or need, etc.  Currently using ILL management system ILLiad.
• Screen and process incoming interlibrary lending requests.  Verify locations, call numbers, and availability.  Respond to cancel or obtain clarification for requests that cannot be filled.  Prepare, print, and distribute pick slips, etc.  Coordinate other staff to pull physical materials and/or perform digitization as needed. Communicate with library departments as needed to report potential problems, particularly E-resources, and Cataloging. 
• Screen and process incoming document delivery requests. Process and route items to the correct location for scanning, patron pick up, or delivery as appropriate.  Respond to patrons regarding issues relating to completed fulfillment request or specific item identification.
• Following up with appropriate library unit with issues relating to patron access to e-resources and cataloging.
• Management of faculty delivery services including coordinating student assistant assignments. 
• Create and maintain documentation pertaining to the key functions of this position.  

Supervisory Relationships: Students 30%

This position is the assistant direct supervisor of student assistants assigned to ILL Lending (currently approximately 70 hours per week), and hires, trains, supervises and evaluates their work.  The incumbent also acts as backup supervisor of student assistants in cooperation with the Manager for Resource Sharing, with regard to scheduling and framing.

Budgetary Responsibilities: 

No direct or indirect budgetary responsibilities

Education and Certifications: 

• Bachelor’s degree or equivalent combination of education and experience required.
• Minimum two years of library or other relevant experience required.

Experience and Skills Desired:

• Strong Customer Service skills are required.
• Proficiency with software systems, especially library catalog, interlibrary loan, and library circulation systems required. 
• Proficiency with interlibrary loan practices and protocols required.  Familiarity with online and print bibliographic search tools required. 
• Ability to work well with others and to communicate effectively, both verbally and in writing, required. 
• Strong analytic and problem-solving skills helpful.  Ability to operate digital scanning and photocopying equipment and other office equipment required.
• Familiarity with basic coding ideal