Job Title: Library Specialist IV - Scheduling Coordinator (Mary Idema Pew Library)
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. 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 is 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 Mary Idema Pew Library.
• 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 department coordinator for scheduling:

• Develops and updates scheduling scenarios for each semester based on operating hours and staffing levels.
• Loads standing schedules into LibStaffer and adjusts staff shifts based on approved vacation and use of benefits.
• Maintains in-depth knowledge scheduling patterns and academic calendar to inform and recommend staffing strategies for schedule changes around breaks and holidays.
• Collaborates with managers and staff to facilitate shift swapping and shift coverage during vacation, illness, call outs, or other work obligations.
• Assists with creating and running usage and gate count reports to identify peak times of operation and inform building hours decision-making.

​​​​​​​As a site-based coordinator at Mary Idema Pew Library during days:

• Serves as Department Emergency Coordinator (DEC) and stays current on university training.
• In collaboration with the Night Coordinator, Steelcase Library Coordinator, the Frey Library Coordinator, communicates with the LASS department about policies and procedures, and collaborates to troubleshoot a wide range of operational and functional issues as they occur.
• Monitors the hours and operations of building partners such as GV Brew, IT, and Kirkhof for any changes that might impact library services or library operations.

As needed, serves as supervisor to temporary staff:

• Collaborates with managers to recruit, interview and hire temporary staff.
• Completes and submits paperwork to hire and rehire temporary staff each semester.
• Collaborates with Public Services Coordinator and other department staff to train temporary staff
• May communicate with temporary staff about available shifts and serves as the point person for temporary staff questions.
• Approves temporary staff timecards.
• Works with the Assistant Dean to monitor the temporary staff budget and project anticipated need for upcoming semesters.

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 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 judgment.
• 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.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to 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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