Job Title: Library Specialist III - Collections and Scholarly Communications
Classification: C3
Department: University Libraries
Updated: January 2019

Job Summary

Provides technical and clerical support and assistance related to the management of library collections and the library’s institutional repository.

Essential Functions

Primary point of contact for the Libraries’ institutional repository for university faculty, students and staff, vendors and publishers.

• Works with institutional repository vendor to establish and design new communities, series, event sites and journals within the repository and to resolve issues with existing series and journals.
• Communicates with faculty, staff and students within and outside the library regarding repository issues.
• Manages the receipt, digitization and upload of repository materials.
• Manages the input of metadata for repository materials.
• Identifies publisher copyright and self-archive policies and communicates with publishers to clarify and request archiving permissions.
• Manages record-keeping for institutional repository.
• Assists with the development and maintenance of documentation for the institutional repository.
• Assists with the coordination and scheduling of scholarly communication and institutional repository meetings.
• Assists with, and may conduct, the training of university and library faculty and staff on the use of the institutional repository.
• Manages the development and maintenance of SelectedWorks pages for university faculty.

Assists with various collection development and management projects.

• Assists with both large-scale and ongoing monograph acquisition and maintenance tasks and projects.
• Assists with the annual review and renewal of periodical subscriptions, compiling and analyzing periodical usage data, contacting publishers for clarification on license terms, and working with vendors to acquire pricing information, managing recordkeeping for renewal, entering renewal information into vendor systems.
• Compiles and maintains collection statistics.
• Manages recordkeeping and documentation for library collections.
• Assists with database renewal process.
• Coordinates receipt of book donations to University Libraries, including providing donors with acknowledgement letters.

Coordinates the accumulation, organization and development of faculty bibliography for the annual University Libraries’ Author Recognition. 

• Compiles initial listing of author publications through use of library databases and review of university publications.
• Communicates with faculty to acquire citations to faculty publications.
• Formats citations into designated style.
• Assists with the editing of Author Recognition bibliography.
• Manages proof-reading of Author Recognition bibliography.
• Creates multimedia displays for Author Celebration reception.

Manages the dissertation, thesis and project workflow for the University Libraries. 

• Serves as the University Libraries’ primary point of contact for graduate students, faculty and the Office of Graduate Studies in relation to dissertations, theses and projects. 
• Manages the receipt of dissertations and theses, and uploads content into the institutional repository.
• Receives graduate projects and based on unit requirements uploads content to the institutional repository or ensures delivery to the appropriate library staff for physical processing.

Supervises student workers.

• Hires and trains student workers.
• Coaches student employees in communicating with clarity and tact and models appropriate behavior.

Interprets and enforces wide-range of library procedures and policies; communicates those policies with clarity and tact.

• Other duties as assigned.

Non-Essential Functions

• Serves on library committees, as appropriate.
• Serves as a customer service contact, referring patrons to people and resources throughout the library system and generally assisting patrons in using the library.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Ability to anticipate and quickly adapt to any potential problems arising in the library.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive intercultural and interpersonal relationships.
• Demonstrated experience to successfully operate office equipment.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Possess strong verbal and written communication skills.
• Typing and spelling competency.
• Demonstrated experience working with databases.
• Demonstrated experience to successfully use a variety of computer software applications.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Excellent grammar and proofreading skills.

Preferred Qualifications

• Some college course work.
• Familiarity with HTML, Adobe Acrobat, Microsoft Publisher, Microsoft Access.
• Familiarity with bibliographic management software.
• Supervisory experience.
• Demonstrated experience to successfully perform mathematical calculations with speed and accuracy.

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Standard hours for this position: Monday-Friday from 8:00 a.m. to 4:30 p.m.

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