Job Title: Library Specialist IV - Steelcase Library Coordinator
Classification: C4
Department: University Libraries
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 serving as stacks management project lead, leading local scheduling coordination 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 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 Steelcase 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.

Steelcase Library Coordinator duties include:

• Serving as stacks management project lead, which includes: 
  • Coordinating various collections and managing shelf space at the Steelcase Library while maximizing ease of access for faculty, students, and staff. 
  • Managing projects for the deselection of tangible library materials at the Steelcase Library which includes consulting with the Head of Collections, library faculty and staff about space problems and needs, assessing options and recommending solutions, and coordinating each phase of the physical move.
  • 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 Steelcase Library.
• Monitoring daily operation of the Steelcase Library Automated Storage and Retrieval system (ASRS).
• Managing the daily operations for shipping and receiving of Steelcase Library mail ensuring timely delivery of materials for library staff and users.
• 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.
• 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.
• 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.
• Communicating with the LASS department about policies and procedures, to troubleshoot a wide range of operational and functional issues as they occur, in collaboration with the Night Coordinator, Scheduling Coordinator – Mary Idema Pew Library, and the Frey Library Coordinator. 

As a department coordinator for scheduling the Steelcase Library and the Frey Learning Commons:

• Develops and updates scheduling scenarios for each semester based on operating hours and staffing levels.
• Loads standing schedules into scheduling software and adjusting 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 staff member supporting operations at the Steelcase Library, contributes to its success by:

• Providing access services task-oriented support including document scanning and working with specialized software with support from the Steelcase Library Student Colleagues.
• Assisting with the troubleshooting and reporting of Automated Storage and Retrieval System errors.
• Being knowledgeable of and trained in all access services responsibilities of work conducted by the Downtown Student Colleagues.
• Training and assisting users on the Curriculum Materials Library equipment using inclusive and accessible best practices.
• Assisting with processing materials for acquisition, re-location, and deselection

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.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain positive interpersonal relationships.
• 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. 
• 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.
• 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 handle differing situations and problems in the work routine by exercising judgment.

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.

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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