Job Title: Library Specialist III – Course Reserves & Operations Specialist
Classification: C3
Department: Library Access Support Services
Updated: December 2023

Job Summary

As a member of the Library Access Support Services department, the Library Specialist III - Course Reserves & Operations Specialist works collaboratively to support library services and operations during days at the Mary Idema Pew Library, Tuesday – Saturday, 9:30a-6:30p, and is expected to work occasionally at other locations – the Steelcase Library (Pew Campus-Grand Rapids) and the Frey Foundation Learning Commons (Health Campus-Grand Rapids). Responsibilities include working in our user-centered desk environment, opening and/or closing the library, and executing emergency and evacuation processes as needed. Additional responsibilities include oversight of course reserves and administrative support of operations such as internal room reservation management, oversight of the lost & found system, and standardizing updates to the library’s knowledge base.

University Libraries is a highly collaborative and student-centered organization that promotes an innovative and inclusive culture. University Libraries values work-life balance and provides flexibility in accomplishing work. This position is a part of the Library Access Support Services department, which is responsible for supporting a set of behind the scenes and public-facing functions virtually and on our Allendale and Grand Rapids, Michigan campuses. This is a designated essential staff position in support of library operations and will be called upon to work onsite at times even when the University changes operating status due to inclement weather or otherwise. Ability to work evenings and weekends; flexibility to work a variety of shifts; and significant functional independence are required.

Essential Functions

As the department lead for the course reserves program:

• Processes requests for tangible Course Reserve materials, and handles physical processing of materials, including addition, removal, and quality control.
• Makes and maintains Course Reserve department documentation as needed and keeps records of current and past reserve items along with usage statistics.
• Communicates and coordinates with Collections and Digital Scholarship and Acquisitions to obtain materials for Course Reserve.
• Primary point of contact for professors needing Course Reserve assistance; resolves Reserves questions via email or phone call.
• Approves or denies Course Reserve requests, based on departmental criteria, and communicates with professors regarding these requests.
• Coordinates Course Reserve requests across locations and transfers materials between locations as needed.

As a local lead for operational functions:

• Collaborates with the Events & Visual Communications Specialist and the Programming & Outreach Manager to streamline, document, and support internal library room reservation procedures and approvals.
• Provides local oversight of the lost & found system including documentation and maintenance of best practices, transfers and/or disposition of lost items.
• Provides local oversight and tracking of facility work orders, escalating to the Assistant Dean as needed.
• Serves as point person for service desk supply orders.
• Works with a team to update and maintain the library’s internal knowledge base and other internal documentation.
• Provides support for other operational tasks and projects as needed.

As a member of the library access support services team, contributes to its success throughout the year by:

• Working regular shifts at the service point, overseeing all activity, including the frontline and behind-the-scenes services provided by student employees.
• Delivers exemplary customer service while assisting users with a wide range of transactions and inquiries, in-person and virtually, including reference assistance requiring knowledge of the library’s services, holdings, website, and online databases.
• Responsible for identifying and responding to security and safety issues that arise, implementing emergency procedures, handling of library user complaints, and at times working with Grand Valley Police Department and facilities to ensure that the library environment is safe and conducive to learning.
• Demonstrating flexibility, openness and receptivity to new ideas and approaches.
• Demonstrating innovation, creativity, and informed risk-taking.
• Aligns with and upholds University Competencies, University Libraries values in action, and user privacy principles.
• Demonstrating the intercultural understanding and awareness required to work in a diverse workplace and serve a diverse population.  
• Actively contributes to the Libraries’ Inclusion, Diversity, Equity, and Accessibility commitment.
• Responsible for opening or closing the library with a team of staff or student colleagues.
• Assisting with other duties as assigned.
• Help foster a healthy work environment for library and student colleagues by working individually, collaboratively, and collectively towards achieving individual, departmental, and library goals.
• May direct student colleague work on a project-by-project basis.

Non-Essential Functions

• Participating in User Experience research initiatives aimed at better understanding and improving user experience.
• Participating in the promotion of library services.
• Demonstrating knowledge of design features and building facts and leading building tours.
• Supporting building and campus partners associated with University Libraries.
• Assisting with projects as assigned.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Demonstrated the intercultural understanding and awareness required to work in a diverse workplace and serve a diverse population to contribute to a healthy, inclusive working and learning environment.  
• Demonstrated commitment to inclusion, diversity, equity, and accessibility.
• Experience or interest in project management.

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.

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