Job Title: Library Specialist IV - Frey Library Coordinator
Classification: C4
Department: Library Access Support Services
Updated: September 2024

Job Summary

The responsibilities of this position 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 stacks maintenance, supporting student engagement initiatives, supervising student colleagues and supporting other areas of the department as needed. 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

• Work regular shifts at the service point, monitoring in-person and virtual activity. This includes the frontline and behind-the-scenes services provided by student colleagues.
• Deliver high quality inclusive and accessible 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.
• Identify and respond 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.
• Open or securely close the library in line with standard procedure.
• Demonstrate flexibility, openness and receptivity to new ideas and approaches.
• Demonstrate innovation, creativity, and informed risk-taking.
• Collaborate broadly and engage in department and libraries' initiatives and projects.
• Provide support for events, tours, and other programming hosted in the libraries.
• Roam the library to collect data, on an ongoing basis and for special projects. Roaming activities can include answering questions; identifying, reporting, or addressing facilities issues; and assisting with security-related issues.
• Participate in re-zoning of furniture in spaces throughout the Frey Learning Commons.
• Align with and uphold University Competencies, University Libraries values in action, and user privacy.
• Demonstrate the intercultural understanding and awareness required to work in a diverse workplace and serve a diverse population.
• Actively contribute to the Libraries’ Inclusion, Diversity, Equity, and Accessibility commitment.
• Help foster a healthy work environment for library and student colleagues to by working individually, collaboratively, and collectively towards achieving individual, departmental, and library goals.
• May direct student colleague work on a project-by-project basis.
• Perform other duties as required/assigned by leadership.

As a site-based coordinator at the Frey Learning Commons: 

• Serves as stacks management project lead, which includes: 
  • Leading various collections and managing shelf space at the Frey Learning Commons while maximizing ease of access for faculty, students, and staff. 
  • Managing projects for the deselection of tangible library materials at the Frey Learning Commons which includes consulting with the Head of Collections, library faculty and staff.
  • Tracking inventory to ensure accuracy of library holdings
  • Coordinating retrieval of user initiated and inter library loan requests and the shelving of physical materials at the Frey Learning Commons. 
• Serves a Library Access Support Services department lead for student engagement activities based at Frey Learning Commons which includes: 
  • Participating as a representative of Library Access Support Services on Student Engagement functional teams or committees with University Libraries colleagues.
  • Collaborating with colleagues across locations and departments on student engagement initiatives, including passive programing, exam cram activities, and library-initiated student-focused events.
  • Collaborating with department management and other experts to develop, document, implement and evaluate inclusive and accessible activities.
  • Recommending and collaborating to implement changes to library spaces and services that improve user experience and student engagement.
• Serves as a local lead for operational functions:
  • Supporting new staff colleagues by leading onboarding and training efforts specific to the location.
  • Maintaining operational knowledge of systems and procedures, including problem-solving, troubleshooting, documenting, and communicating non-standard or non-routine tasks and duties. 
  • Communicating to plan for and troubleshoot a wide range of operational and functional issues in a timely manner. This is done in collaboration with the Night Coordinator, Scheduling Coordinator – Mary Idema Pew Library, and the Steelcase Library Coordinator.
  • Working with a team to update and maintain the library’s internal knowledge base and other internal documentation to maintain accurate information on local implementation of policies and procedures.
  • Supporting internal library room reservation procedures and approvals.
  • Providing local monitoring of the lost & found system including documentation and maintenance of best practices, transfers and/or disposition of lost items.
  • Providing local coordination and tracking of facility work orders, escalating to the Assistant Dean as needed.
  • Serving as point person for supply orders for all University Libraries staff located on the Health Campus.
  • Serving as a Department Emergency Coordinator (DEC) for the University Libraries, participates in university safety and emergency preparedness training and communicates relevant policy and procedures updates with colleagues onsite at the Steelcase Library.
  • Providing support for other operational tasks and projects as needed.

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 by leading building tours.
• Supporting building and campus partners associated with University Libraries.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• 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.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement. 
• Demonstrated experience to successfully 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.
• Project management experience or experience supporting projects as a member of a team.    
• Supervisory experience. 

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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