Head, Interlibrary Loan Borrowing

Feb 25, 2017
Institution Type
Four-Year Institution
About The Unit:

Unit Job Summary: Under the direction of the Document Delivery Services Librarian, this position is responsible for planning, supervising, and providing accountability for interlibrary loan (ILL) and consortial borrowing and assisting with other document delivery services. ESSENTIAL FUNCTIONS Supervision & Management: Establishes work priorities, performance goals, and standards for staff; provides regular coaching and annual performance evaluations. Hires, trains, and manages staff in consultation with Document Delivery Services Librarian. Hires, orients, and trains student employees and manages their work schedules. Communicates goals for dept./div./Library, as well as departmental guidelines, plans, and procedures to staff. Anticipates operational requirements and works to prevent backlogs by ensuring space needs and adequate staffing. Compiles regular and special statistical reports; reviews operations and makes recommendations for improvements. Estimates needs in terms of staff, equipment, etc., and justifies identified needs. Conducts special studies as required; sets up and exercises quality and quantity controls. Writes section annual report. Interlibrary Loan Borrowing: Supervises borrowing operations and services for patrons. Ensures dept. climate that offers Library clients efficient, accurate, and courteous service. Manages communication with lending libraries regarding recalled, lost, or damaged borrowed items. Ensures requests received through the UBorrow and BorrowDirect consortial borrowing services with the Big Ten Academic Alliance and Ivy Plus libraries are processed efficiently. Serves as a resource on all ILL borrowing matters, in particular communicating borrowing policies and procedural issues among borrowing and access staff. Manages 2 FTE union clerical borrowing staff and 2 FTE student staff using OCLC ILLiad and Relais D2D management systems via OCLC, DOCLINE, ALA forms, online request systems, and commercial document suppliers. Processes and resolves problems with difficult borrowing requests. Ensures borrowed loans processed correctly using NCIP integration with ILLiad and library management system; helps troubleshoot problems with borrowed loans not properly received or returned in ILLiad and/or library management system. Assists with beta testing borrowing software, including recommending improvements and enhancements. Uses various statistical reporting tools (ILLiad, OCLC's ILL Management Statistics) to analyze borrowing activity, identify quality control issues, and plan for future. Oversees payment of borrowing fees and vouchers for costs of borrowed materials. Ensures that requests comply with established copyright guidelines and oversees payment for copyright permissions. Ensures unit policies and procedures documented and updated. Interlibrary Loan Shipping: Oversees work of 1 FTE union clerical shipping assistant and 1 FTE shipping student staff. Ensures materials received for borrowing and lending operations are unpacked and prepared for processing. Ensures material supplied to fill lending requests and borrowing returns are packed securely and shipped in timely manner. Addresses lost and damaged shipments with couriers and sees that lending libraries reimbursed as needed. Orders shipping supplies and manages shipping supply inventory. Document Delivery: Assists in filling requests for Scan & Deliver service. Converts Scan & Deliver requests to ILL requests when unable to fill requests from local collections. Other duties as assigned.

Unit Education: Bachelor's degree required.

Unit Experience: Good understanding and working knowledge of interlibrary loan required. Previous successful supervisory experience required. Significant library experience required. Previous customer service experience and strong customer service orientation required.

Unit Job Function Competencies: Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, staff, faculty, students, and others required. Ability to relate to users and staff and to be responsive to the needs and concerns of other Library units required. Ability to prioritize, meet deadlines, and to work well under pressure required. Strong conceptual and analytical skills required. Excellent organizational skills required. Considerable skill in maintaining records required. Ability to exercise good judgment consistent with Library procedures required. Ability to identify and solve problems required. Knowledge of workstation applications, including Microsoft Office, email, and the Internet, and an understanding of software applications for library functions, required. Ability to communicate clearly and concisely verbally and in writing, including excellent accuracy and attention to detail in written communications, required. Ability to make adjustments to a changing work environment required. Previous experience working with OCLC, ILLiad, WorldCat Resource Sharing, WorldShare ILL, and DOCLINE resource sharing models preferred.

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