Organization
The Western History Collections (WHC) in the University Libraries seeks to recruit a Research Service Specialist (Lead Administrative Support Specialist). The Research Services Specialist will manage the Western History Collections (WHC) daily procedures for providing research services, both in-person and virtually. This includes supervising student employees, coordinating researcher appointments, responding to requests for research assistance over email, and coordinating the retrieval or delivery of collection materials. 

This position will additionally participate in collection management activities that help preserve the WHC’s unique and valuable materials and that contribute to efficient retrieval processes. The position is also responsible for administrative tasks which include compiling service and collection metrics, assisting with the summer fellowship program, maintaining the WHC website, assisting with event arrangements, ordering and organizing supplies, and submitting facilities maintenance requests.

The Research Services Specialist will report to the Associate Curator, Western History Collections.

Job duties include:

Responsible for opening and closing the Western History Collections reading room. Supervises the unit in the absence of the curatorial team; enforces reading room procedures to assist researchers and help develop new procedures when needed.Receives incoming calls for office personnel and refers calls to appropriate personnel. Records messages or responds to caller with routine information. Serves as a contact person for employees or the outside public.Hires, trains, and actively supervises eight to twelve student employees who staff the service desk.Manages the budgeting and distribution of student wage allotments to ensure sufficient coverage and staffing for strategic projects.Courteously and promptly responds to requests for research appointments and online assistance, helping to identify relevant materials, prepare requested materials for in-person appointments, and coordinate digitization requests for in-person and distance researchers. Coordinates assigned collection management projects, including scheduling student employees’ time on projects. Involves physically moving, organizing, and labeling collection boxes (potentially in a dusty environment), as well as the detail-oriented work of organizing data in spreadsheets and precisely following project guidelines. Compiles metrics for researcher services and for collection usage, using LibApps and other tools.Orders supplies monthly (gathering requests from co-workers) and follows up on outstanding orders.Requests, coordinates, and tracks facilities repair and maintenance.  Assists with event planning, includes developing promotional materials, scheduling spaces, and coordinating services such as catering, printing, or hauling.Prepares deposits and reports for the cash drawer.Assesses office procedures and makes necessary changes in order to improve office functioning. Performs related duties as assigned to successfully fulfill the function of the position.

Special Instructions to Applicants:
Applicants must attach the following in pdf format:

• Cover letter
• Resume
• List of 3 Professional References

Job Location
Required Education: High School Diploma or GED, AND:

• 12 months office, clerical, or administrative experience

Skills:

Advanced knowledge of office proceduresOffice management and customer service skillsAdvanced knowledge of Microsoft Office Suite (Outlook, Excel, and Word)Excellent interpersonal skillsAbility to work independently and as a team playerAbility to complete tasks in an efficient and timely mannerMust be detail oriented for accuracy of data and informationAbility to multitask, be organized, and self-motivatedAbility to work in stressful situations and meet deadlines in a timely mannerAbility to communicate verbally and in writing

Certifications:

• None.

Advertised Physical Requirements:

Must be able to climb stairs, lift/carry up to fifty pounds, push loaded carts, and engage in regular bending, stretching, reaching, and stooping. Ability to sit and/or work at a computer monitor for up to eight hours.

Departmental Preferences:

• Relevant library experience
• Bachelor’s degree
• Supervisory or team-lead experience

Supervision: Student Group

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma fosters an inclusive culture of respect and civility, belonging, and access, which are essential to our collective pursuit of excellence and our determination to change lives. The unique talents, perspectives, and experiences of our community enrich the learning, and working environment at OU, inspiring us to harness our innovation, creativity, and collaboration for the advancement of people everywhere.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.

Organization: University Libraries
Job Location: Oklahoma-Norman-Norman Campus
Schedule: Full-time
Job Posting: Aug 5, 2024