SAL3 Document Delivery and Administrative Associate - 74024
Job site is off-campus in Livermore, California
Fixed-term, part-time position, 75% FTE
o Work schedule: 8:00am-3pm (1 hr lunch) Monday through Friday (30 hours)
o Term: February 2017 to August 30, 2017
The part-time, fixed-term SAL3 Document Delivery and Administrative Associate performs document delivery services and general office administrative support for the Stanford Auxiliary Library III (SAL3) in Livermore, CA.
SAL3 is a high-density cold-storage preservation facility housing millions of books, media and manuscripts from the Stanford University Libraries collections.
The Associate will help to launch an independent operation of the Information Delivery workflow: primarily filling Stanford user requests for PDF delivery of circulating book and journal articles. Under minimal supervision, from this remote-from-campus location, the Associate receives, interprets and processes document delivery requests for journal articles and monographs. S/he verifies citations in a variety of databases as appropriate, identifies existing electronic access to texts, interprets and applies copyright restrictions, and performs all document imaging activities such scanning and posting documents electronically. Use of specialized overhead scanning equipment and utilizing library databases and software will be essential to this role.
The Associate will collaborate via web conferencing tools and phone with campus colleagues (Interlibrary Services team, metadata and branch library staff) and communicate with requesting patrons to clarify requests. Although under the general direction of the Head of Access Services, daily tasks and priorities will often originate with the Information Delivery Manager and SAL3 Manager. A remote worksite requires a self-motivated, independent and organized approach to workflow, teamwork, and problem solving.
The Associate will be expected to learn routine processes, analyze and then propose modifications to them. The launching of the Document Delivery from SAL3 will also require process refinement and continuous improvements to enhance customer satisfaction and delivery times.
General office administrative support duties in this role are varied and may include: reception duties, fielding phone calls, creating and editing communications and documents, planning staff morale events, updating routine statistics, and managing/maintaining general office supplies. This role will also support the Expert Partner program on campus, which is a coordinated program of prescriptive technology updates (computer swaps, computer image updates, etc.).
The Associate also participates in the planning and execution of special projects.
Document delivery, including job duties such as:
Receive and evaluate user requests (citations) for PDFs of articles and book chapters from the SAL3 circulating collections.
Identify existing electronic copies of requested materials
Apply SUL Information Delivery scanning policies and restrictions based upon copyright (Title 17, United States Code).
Perform digitization scanning of book and journal volumes.
Perform image editing tasks and convert images to document files.
Use ILLiad to manage the request workflow.
Deliver requested PDFs via OCLC Article Exchange.
Perform limited routine transactions within the ILS (Library database, SirsiDynix/Symphony), such as charging, discharging, managing holds; referring non-basic queries or actions to campus Document Delivery colleagues.
Make appropriate referrals and send notices to patrons with clarity, accuracy and professionalism.
Office administrative support, including job duties such as:
Perform reception duties (e.g.: phones and manage visitors)
Draft and/or generate routine communications and assist with editing/formatting department documentation.
Plan staff morale and visitor lunches and logistics.
Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
Serve as a liaison with internal and external vendors.
Maintain statistical summary spreadsheet of SAL3 processing activities.
Maintain SAL3 files, records, and contacts in organized and orderly fashion
Update staff calendar.
Document staff meetings.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
Respond to informational requests from library staff.
Process and monitor routine financial transactions.
May maintain approved content on websites
May perform human resources transactional support, e.g. time cards or referrals
May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness.
Computing and equipment support, including job duties such as:
Use on a daily basis common computer programs such as Microsoft Office Suite (Word, Excel) web browsers, and email.
Use specialized overhead scanning equipment to digitize library materials.
Use library catalogue Searchworks, local ILS/ SirsiDynix Symphony, ILLiad Interlibrary Services Management Software, and various subject databases.
Monitor library email accounts and reports.
Serve as backup Expert Partner to perform routine swaps and computing upgrades through established procedures set up by SUL Tech Support.
Perform basic troubleshooting for computer and ancillary equipment (barcode readers, duplicators, handheld scanners, printers); reporting issues through Expert Partner reporting lines.
Building duties, including job duties such as:
Opening and/or closing activities such as managing doors, lights and computers. Setting alarms upon building exit.
May perform walk-throughs to monitor or clear the building of all users.
Answer the door and phone calls
May accompany on-site visitors and vendors for building access and relay information to SAL3 Manager
Special projects support, may include duties such as:
Examples of the kinds of special projects at SAL3 with which the SAL3 Associate might help: explore new vendor products for operational supplies such as shelf labels or barcode duplicators; perform cursory internet research on a topic to assist facilities management (such as cold room temperature settings or LED lighting); work with campus Metadata team to review lists of books in an attempt to track them down or discover process failure.
Qualifications MINIMUM REQUIREMENTS:
Education and experience required:
Two-year college degree plus one or more years of experience in an academic library, or equivalent combination of education and relevant experience.
Knowledge, skills and abilities required:
Demonstrated ability to interpret bibliographic information and read and troubleshoot incomplete or erroneous citations.
Demonstrated computer literacy with word processing, spreadsheets and communication software such as email and electronic calendaring.
Ability to master overhead scanning equipment and software.
Experience using or ability to learn ILS management software and library automated systems.
Proven track record with handling complex procedures from beginning to end.
Strong analytical skills
Proven ability to apply sound judgment and seek constructive solutions to problems.
Ability to take initiative, plan and priorities work and meet deadlines.
Demonstrated ability to learn and synthesize new information quickly.
Demonstrated interpersonal and organizational skills.
Demonstrated ability to work both independently and collaboratively and adjust to shifting priorities.
Demonstrated ability to perform detailed tasks accurately and efficiently.
Possess strong communication skills in English for professional communication to customers and colleagues.
Demonstrated ability to be flexible and work well under pressure.
Record of excellent attendance.
Ability to stand for extended periods
Tolerant of bright lights, repetitive flash of scanner light, and sound pitch of scanner
Ability to push a cart weighing up to 650 lbs. that requires an initial push force up to 70 lbs.
Ability to work in an environment that may include handling dusty and or moldy library materials
Ability to lift books that are up to 10 pounds.
Interpersonal skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Often interface with SAL3 staff (management and Bargaining Unit staff), Interlibrary Loan teams.
Promote culture of safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the Universitys Administrative Guide, http://adminguide.stanford.edu/.
- Strong candidate identified
Location: University Libraries
Job Code: 1733