Supervisor, Interlibrary Loan Borrowing Services
THE UNIVERSITY OF CHICAGO LIBRARY
Requisition Number: 094070
Title: Supervisor, Interlibrary Loan Borrowing Services
Division: User Services
Department: Document Delivery
Work Schedule: 37.5 hours; Monday-Friday 8:30am - 5:00pm
Under the direction of the Document Delivery Services Librarian, this position is responsible for planning and supervising interlibrary loan borrowing and for assisting with document delivery services and consortial borrowing for the University of Chicago Library.
Interlibrary Loan Borrowing (50%)
- Supervises borrowing operations including overseeing the borrowing activities for faculty, students, staff and affiliated users of the University of Chicago.
- Ensures a departmental climate that offers Library clients efficient, accurate, and courteous service.
- Manages communication with Borrow Direct libraries regarding recalled, lost, or damaged borrowed items.
- Ensures that requests received through the UBorrow consortial borrowing service with the CIC libraries are processed efficiently.
- Serves as a resource on all interlibrary loan borrowing matters, in particular communicating borrowing policy and procedural issues/concerns among borrowing staff and all access staff.
- Manages 3 FTE union clerical borrowing staff and approximately 2.5 FTE student staff in the work of the borrowing unit using the OCLC ILLiad management system to request material via OCLC and DOCLINE and from commercial document suppliers.
- Processes and resolves problems with the most difficult borrowing requests.
- Assists with beta testing borrowing software including recommending improvements and enhancements.
- Uses various statistical reporting tools (ILLiad, OCLC's ILL Management Statistics) to analyze borrowing activity, identify quality control issues, and plan for the future.
- Oversees the payment of borrowing fees by IFM, invoice, and IFLA vouchers for the costs of borrowed materials.
- Ensures that requests comply with established copyright guidelines and oversees payment for copyright permissions.
- Ensures policies and procedures of the borrowing unit are documented and updated.
Interlibrary Loan Shipping (20%)
- Oversees the work of 1 FTE shipping assistant; ensures that materials shipped to borrowing and materials returned to lending are unpacked and prepared for processing; makes certain that material supplied to fill lending requests and borrowing returns are packed securely and shipped in a timely manner via a reliable, insured courier.
- Addresses lost and damaged shipments with courier and sees that lending libraries are reimbursed for lost/damaged material.
- Orders shipping supplies and manages shipping supply inventory.
Supervisory & Management (20%)
- Establishes work priorities, performance goals, and standards for staff; provides regular coaching and annual performance evaluations.
- Provides a fair and balanced approach to work and work rules; exhibits sensitivity and discretion in working with staff.
- Hires, trains and manages performance of staff in consultation with the Document Delivery Services Librarian, the Head of Access Services and Assessment, and/or the Library Human Resources Office.
- Manages student assistant work schedules.
- Oversees the orientation and training of new employees.
- Communicates goals for Department/Division/Library to staff; communicates policies and departmental guidelines, plans and procedures to staff. Brings potential problems to the attention of the appropriate person and/or the Library Personnel Office.
- Anticipates operational requirements and takes steps to prevent backlogs by ensuring the space needs and assignments of adequate staff.
- Compiles regular and special statistical reports; reviews operations and makes recommendations for improvements in service to patrons and working conditions for staff; estimates needs in terms of staff, equipment, etc., and provides justification. Conducts special studies as required; sets up and exercises quality and quantity controls for the section.
- Writes an annual report summarizing the work of various sections within the department.
- Performs related duties as assigned or necessary to insure maximum service to patrons and efficient operations of the department.
Document Delivery (8%)
- Assists in filling requests for the Scan and Deliver document delivery service.
- Converts Scan and Deliver requests to interlibrary loan requests when the Library is unable to fill requests from local collections.
Library Wide (2%)
- Attends Library staff meetings and serves on committess as appropriate.
- Bachelor's degree required;
- Good understanding and working knowledge of interlibrary loan required
- Previous successful supervisory experience required;
- Significant library experience required;
- Ability manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, staff, faculty, students and others required;
- Previous customer service experience and strong customer service orientation required;
- Ability to relate to users and staff and to be responsive to the needs and concerns of other Library units required;
- Ability to prioritize, meet deadlines and to work well under pressure required;
- Strong conceptual and analytical skills required;
- Excellent organizational skills required;
- Considerable skill in maintaining records required;
- Ability to exercise good judgment consistent with Library procedures required;
- Ability to identify and solve problems required;
- Knowledge of workstation applications, including Microsoft Office, email, the Internet – and an understanding of software applications for library functions required;
- Ability to communicate clearly and concisely verbally and in writing, including excellent accuracy and attention to detail in written communications required;
- Ability to make adjustments to a changing work environment required.
- Previous experience working with OCLC, ILLiad, WorldCat Resource Sharing, WorldShare ILL, and DOCLINE resource sharing models preferred;
- Ability to visually focus on print material and computer screens for long periods of time required
The University of Chicago is an Affirmative Action/Equal Opportunity Employer.
To apply for this position submit your profile and resume to
Resumes sent via mail, fax or email will not be considered.
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