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The Library Specialist - Serials and Administrative Assistant to the Director of the Library and Learning Commons provides administrative support for the Library & Learning Commons while processing and understanding GRCC policies, processes, and practices in order to support student learning and add assistance to select projects that support the Library & Learning Commons. This position manages all Serials subscriptions, leading the implementation of budget fund accounting for the Integrated Library System, and maintains the office of the Director of the Library and Learning Commons to ensure efficiency and administrative organization. This person serves as the resident expert for all serials, contracts, financial commitments, third-party vendor relations, as well as provides high-level management of a large departmental office and budget. In addition, this position directly supervises student employees.
Requisition ID:
Position Number: 00001521
Employee Group: APSS
Schedule: 40/52, some evenings and weekends
Compensation: Level A
Benefits: Full-time
Reports to: Associate Dean of Student Learning Resources
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Manage all serials subscription activities, including ordering, receiving, fund accounting ($96,600 & $200,373 for serials and e-resources budgets respectively), claiming, and inventory.
- Operate an efficient office and provide high-level administrative support to the Director of the Library with the ability to utilize discretion and judgment in dealing with sensitive and/or confidential information.
- Use FSProd to monitor budgets ($2-million), transfer library funds, process BPOs, write rationales, and other budget-related administrative APSS duties.
- Process over 500 billing invoices and reconcile funds for all library expenditures including print and electronic books, serials, licensed electronic databases, supplies, and other library purchases, totaling $400,000.
- Manage a comprehensive database of 40+ third-party vendor contracts for databases and serials.
- Manage and coordinate more than 200 third-party vendor contracts, such as EBSCO, Proquest, and other independent vendors, totaling $400,000; this work includes observing, invoicing, receiving, communicating, processing, scheduling, and tracking.
- Create and maintain all financial and bookkeeping records with all serials and database vendors, including contacting and resolving payment and receipt problems, claiming materials not received or damaged, back-ordering items, adding and canceling titles.
- Update and maintain the current serials browsing collection, totaling over 22,000 items as well an electronic serials collection of over 65,000 titles and millions of articles.
- Independently support the development, writing, and sharing of accurate statistical and narrative departmental or institutional reports.
- Manage, maintain and organize all statistics for all Library departments.
- Assist in managing library operations, communications and complaints.
- Supervise student staff including hiring, training, coordinating, scheduling, evaluating, and disciplining across all library departments.
- Independently coordinate events and programs (i.e. Exam Cram, Library Open House, and other events). This includes signage, promotional announcements and materials, vendor contracts, travel arrangements and per diems for presenters, invoicing and internal transfers, reserving space, and facilities rentals for setup/design.
- Monitor the EJS subscriptions to ensure access is accurate and up to date.
- Manage and update electronic resource management records by using data identification and integration, while maintaining details and consistency of data fields such as vendor contact info, license agreement, etc.
- Perform cataloging for serials (print & electronic) using OCLC and the integrated library system (ILS).
- Manage the Circulation Service Desk.
- Supervise the opening and closing of the LLC as scheduled. During this time, this position may be the only full-time staff member available to students, campus-wide.
- Work with campus vendors to fill department needs.
- Input electronic purchase requisitions, correspondence and other reports as requested.
- Purchase serials and other library items on the GRCC Procurement Card.
- Reconcile department Procurement Card.
- Record all minutes for Library All-Staff and Access Services Team Meetings by taking effective notes, accurately transcribing, and distributing and filing accordingly.
- Schedule meetings and prepare meeting materials as requested.
- Collaborate with the Access Services Team, including co-facilitating monthly meetings, to provide leadership in planning, policy, customer service assessment, department organization, and management skills.
- Input all scheduled events in the library classroom into 25Live.
- Check-in and create item records for the daily volume of new serials issues into the ILS.
- Complete withdrawal and deletion of item records from the library database.
- Activate online subscriptions for patron use, by completing license & registration of title.
- Lead and participate in projects that involve ILS, Serials, Collection Development or the LLC.
- Purchase and inventory library office supplies.
- Expertly navigate the ILS automated library system for circulation and serials.
- Assess patron fines and remove negative service indicators placed on accounts in PeopleSoft.
- Run queries, compile reports and analyze data for all library department statistics, and for Director of the Library and Learning Commons, Higher Learning Commission, U.S. Department of Education Survey of Academic Libraries, ALA Association of College & Research Libraries, and Michigan Academic Library Council.
- Responsible for cash register transactions; count money when closing & deposit cash received and sales receipts into safe; verify correct amount of petty cash used for change.
- Interpret and enforce library policies to patrons when necessary.
- Be present at and participate in departmental, LLC staff and appropriate GRCC meetings.
- Cross-train in Circulation to serve as backup.
- Stay up-to-date with new technologies and academic library trends, including library technology, software, vendor platforms, cataloging systems, etc. in order to continually assess and improve the serials acquisitions process and overall library services.
- Assist with payroll processes relating to faculty overloads and Faculty Information Forms (FIFs), calculate and monitor hours for contractual compliance, includes following guidelines regarding equated overload and stipend pay for full-time and Adjunct Faculty as needed.
- Route current print issues, as requested by faculty and staff, via interdepartmental mail.
- Make travel arrangements for the Director of the Library.
- Support the GRCC and LLC student-centered mission, vision, values, and ends and ensure that common academic library standards and practices are followed.
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned
JOB SPECIFICATIONS
Educational Credentials
- Associate's degree or comparable combination of relevant education and experience
Work Experience
- 3 years of library work experience required
- 3 years of administrative support experience preferred
- Supervisory experience preferred
- Familiarity with all phases of library operation
- Enthusiastic about staying current with technological advances in related fields
- Demonstrated experience working independently and collaboratively within a diverse setting, organizing own work while coordinating and supervising the work activities of others
Skills
- Strong command of the Microsoft Office Suite plus a willingness to learn Campus Wide Information System, Image Now Perceptive Content, and 25Live, and the ILS
- Demonstrated expert knowledge and extensive software application experience. Specifically, MS Word, Excel, Microsoft Office Suite, G-Suite, PeopleSoft or other Student Information System, the ILS, OCLC, LibInsight, EBSCO, Blackboard, 25Live, Image Now/Perceptive Content, and MyGRCC
- Finalists must possess excellent proofreading skills and have aptitude for detailed work. A skills assessment may be required
- Ability to work under pressure with many interruptions in a busy, student-centered environment
- Adapt to changing technologies and responsibilities
- Must be punctual and have a good attendance record
- Must enjoy working with the public and possess good oral and written communication skills; ability to manage high volume of service requests via phone and in person promptly, courteously and professionally
- Attend professional development conferences, seminars, workshops and webinars to stay abreast of current regulations, trends and best practices in the student financial aid and admissions professions
Physical Demands
- Ability to lift 25 pounds
- Ability to sit for long periods of time
Mental Demands
- Display patience, diplomacy, and excellent public relations skills; project professional image
- Ability to serve students of diverse backgrounds, educational levels, and linguistic abilities
- Must be efficient and possess good organization, problem-solving, decision-making, and complaint resolution skills
- Must use good independent judgment in handling sensitive or difficult situations
- Must maintain the highest level of confidentiality
- Ability to work both independently and collaboratively
- Ability to manage multiple priorities in a fast-paced environment
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Ability to work evenings and weekends as needed
- Ability to handle frequent interruptions
- Travel to offsite locations may be required