Interlibrary Loan Lending Assistant

Reporting to the Interlibrary Loan Manager, the Interlibrary Loan Lending Assistant is a staff position in the Interlibrary Loan & Document Delivery Unit of the Storage and Delivery department of University Libraries. The incumbent performs clerical and technical duties and is responsible for day-to-day operations of interlibrary loan lending including processing of requests and renewals; assisting library users; overseeing the work of student employees in collaboration with other unit staff; and working collaboratively with other library departments, branch libraries, special collections and borrowing institutions worldwide.

Responsibilities include:

• Maintains confidential records related to interlibrary loan and library usage.
• Receives incoming calls and refers to appropriate person.
• Records messages or responds to caller with routine information.
• Serves as a contact person for interlibrary loan lending.
• Provides information regarding location or availability of materials, resources and services.
• Assists with monitoring and ordering supplies for the interlibrary loan department.
• Initiates library collection purchases related to Interlibrary Loan lending services within established guidelines.
• Responsible for typing correspondence.
• Reviews and responds to routine correspondence for the department.
• Prepares various reports, to include but not limited to interlibrary loan usage.
• Makes copies and assembles materials.
• Opens, routes, and prepares incoming and outgoing mail.
• Performs related duties as assigned to successfully fulfill the function of the position.
• Responsible for day-to-day operation of Interlibrary Loan lending services including, but not limited to bibliographic searching, updating, and maintenance of electronic files for RAPID affiliated libraries and OCLC requests; processing requests from users for books, photocopies, and other materials received via ILLiad (interlibrary loan software); processing of emailed requests via blank request form from users; processing recall notices and notifying users of the outcome; and acting as liaison between branch libraries and users as needed.
• Assists users in using ILLiad, the interlibrary loan software, by interpreting policies and procedures to them as needed.
• Prepares the daily Sooner Xpress and Lending run for student workers and monitors all relevant ILLiad queues to ensure short turnaround times for users.
• Uses Alma, the library service platform, to mark materials not found on the shelf during routine ILL processes as missing.
• Using knowledge of systems, equipment, and policies and procedures, participates in training student employees within the unit as well as library employees in Special Collections and in the branches in Interlibrary Loan and Sooner Xpress policies, procedures, and practices.
• Keeps up-to-date on current software required to complete online interlibrary loan transactions for OCLC, RAPID, and ILLiad. Maintains working knowledge of scanning, copying, and printing machines as well as microfilm readers and other office equipment.
• Assumes responsibility for maintaining copyright compliance and ordering requests under copyright restrictions.

Job Requirements

Required Education and Experience: High School Diploma or GED AND: 12 months of office, clerical, or administrative support experience.

Skills:

• Ability to set priorities for self and others, to meet deadlines, complete tasks and projects on time and within budget, and work with minimal supervision.
• Ability to perform detail-oriented tasks, analyze needs and develop action plans, and coordinate with appropriate personnel as required.
• Ability to oversee the work of student workers (answer questions, troubleshoot, etc.) during the absence of unit supervisors.
• Strong interpersonal, written, and verbal communication skills; ability to communicate effectively via email and telephone.
• Ability to work with personal computers and software, the Web, and library-relevant information technology applications.

Departmental Preferences:

• Experience working in an interlibrary loan or document delivery department of an academic or public library.
• Familiarity with ILLiad, OCLC, and Rapid.
• Excellent technological skills.