Collections and Technical Services Specialist - Manhattanville University

Job Title: Interlibrary Loan SpecialistDepartment:Library 

Reports to: Head, Collections and Technical ServicesEffective Date:5/10/24 

# of Direct Reports:.25 FTE student workers 

# of People Supported:  All Manhattanville students, faculty, and staff/administrators, as well as borrowing partner library communities 

Job Description: 

The Interlibrary Loan Specialistcoordinates the borrowing and lending of materials between libraries to fulfill patron requests for materials not available locally. This position oversees the entire interlibrary loan process, from receiving and processing requests to ensuring timely delivery of materials to patrons; communicates with other libraries and stays informed about interlibrary loan policies; and collaborates with library staff, patrons, and external partners to provide efficient and effective interlibrary loan services that support research, teaching, and scholarship. 

Supervisory Responsibilities: 

• Hire, train, supervise, and schedule .25 FTE student workers on ILL routines and tasks 

Duties/Responsibilities: 

• Receive and process ILL requests from patrons, including books, articles, multimedia materials, and other resources  

• Determine the availability of requested materials and identify potential lending libraries.Initiaterequests for materials from other libraries and negotiate borrowing terms and conditions. 

• Search library catalogs, databases, and other resources to locate materials for ILL 

• Retrieve physical materials for mailing and/or scanning 

• Handle ILL shipping logistics, including packaging, mailing, and tracking materials 

• Communicate with patrons regardingILL requestsand provideassistanceas needed 

• Negotiate ILL fines and fees issues with patrons and lending/borrowing libraries 

• Maintain cooperative working relationships with outside institutions and all applicable service networks 

• Stay current with developments in ILL software and operating environment as well as resource sharing policies and best practices including training and professional development 

• Create, improve, and maintain documentation of ILL practices, services, and policies 

• Responsible for ILL staffing and coverage including fully cross-traininga secondary back-up 

• Collaborate with other library staff to ensure seamless integration of interlibrary loan services with other library functions 

• Evaluate, recommend improvements, and problem-solve challenges with ILL processes, procedures, equipment, software, operations, and staffing 

• Communicate service needs and concerns, both verbally and in writing 

• Maintain and compile ILL statistics 

• Participate in CSTS tasks, routines, and workflows including cataloging, acquisitions, invoices, book repair and projects such as weeding and inventory 

• Work at the library service desk as requested, including evening and/or weekend hours; open and/or close the library as needed 

• Perform other related duties as assigned 

Required Skills/Abilities:  

• Excellent verbal and written communication skills 

• Excellent organizational skillsand attention to detail 

• Excellent time management skills with a proven ability to meet deadlines 

• Strong analytical and problem-solving skills 

• Successful supervisory experience 

• Demonstrated excellence in teamwork and interpersonal and customer service skills 

• Ability to excel in a busy, changing environment 

• Ability to work a flexible schedule 

• Proficient with OCLC WMS andILLiad preferred, Microsoft Office Suite and OneDrive, and Adobe Acrobat 

Qualifications: 

Education:  

Bachelor’s degree or equivalent 

Experience: 

Two years Interlibrary Loan experience preferred 

Physical Requirements:  

Prolonged periods of sitting at a desk and working on a computer 

Must be able to bend and reach for physical materials in the stacks and shelving locations 

Ability to lift packages of 35 pounds and move loaded book carts 

Hours Expectation: 

Full-time, 35 hours per week 

This position is eligible for some remote work, subject to Vice-President approval and terms of University policies.