Job Title: Library Specialist IV - Document Delivery Coordinator
Classification: C4
Department: University Libraries
Updated: January 2019

Job Summary

This position requires a significant level of functional independence and is required to coordinate our resource sharing and document delivery service.  Responsible to supervise, schedule, and coordinate access and delivery document delivery student assistants. Responsible to assist with the coordination of the Allendale Campus Library centralized mailroom. Flexibility to work varied shifts is required.

Essential Functions

• Primary person who manages the distribution and retrieval of borrowed resources by receiving, verifying, and filling GVSU patron requests for loan of needed materials not owned by the university.
• Primary person to communicate with GVSU faculty, staff, and students regarding patron account discrepancies, bibliographic information, and general concerns regarding document delivery and lnterlibrary loan.
• Ensures GVSU remains copyright compliant with resource sharing practices.
• Maintains cooperative relationships with institutions.
• Hires, trains, budgets and supervises Access and Delivery document delivery student employees and coordinates their work.
• Oversees and delegates workflow to access and delivery student assistants.
• Works with the Access and Delivery Manager to coordinate work of document delivery in all GVSU locations and oversees interlibrary loans and document delivery to scientists at the Van Andel Research Institute.
• Stays abreast with trends and best practices of resource sharing in academic libraries.
• Responsible for capturing and organizing statistical data concerning usage, ILL fees, royalty fees, and other.
• Provides rapid electronic desktop delivery to University students, faculty, and staff  by manipulating, digitizing, and reformatting library materials.
• Consults with Access and Delivery Manager and Head of Operations and User Services to establish and modify Libraries’ document delivery and interlibrary loan policies.
• Initiates the acquisition of materials following predetermined collection development guidelines.
• Assists with coordinating the Allendale Library’s centralized mailroom and mail courier service to building occupants.
• Identify and report problems with the facilities (i.e. burned-out light bulbs, water leaks, etc.) and help reduce energy use in the building.

Non-Essential Functions

• Oversees the distribution and retrieval of loaned resources by receiving, verifying, and filling loan requests from other institutions for items owned by GVSU.
• Responsible for assisting patrons with a wide range of transactions and inquiries related to the circulation of materials, patron accounts, library policies, reference and access, directional, and of general variety usually in a high-paced, multi-tasked physical and virtual environment.
• Provides reference and research services requiring an in-depth knowledge of the library’s holdings, web site and online databases. Additionally, knowledge of proper reference interview technique is also needed.
• Assist with gathering and compiling statistics in relation to the user experience program.
• Assist with energy issues by monitoring and reducing the use of lights, power and water as appropriate.
• Inform and explain to students and staff the energy compliance measures including light dimming and under floor air distribution systems.
• Assists with projects as assigned.

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

• Bachelor’s degree
• Experience working in academic libraries
• Experience with an integrated library system
• Supervisory experience

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.

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

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