Interlibrary Loan and Reserves Assistant

University Of San Diego   UC San Diego, CA   Full-time     Finance
Posted on November 1, 2023
Apply Now
Interlibrary Loan and Reserves Assistant
Position Title & Department:  Interlibrary Loan and Reserves Assistant - Library Assistant 4; Copley Library
Posting #:
Department Description:
The Helen K. and James S. Copley Library, located on the west end of the campus, currently houses over 500,000 volumes. Collections include books, journals, reference works, databases, government documents, newspapers and electronic journals in many languages, as well as maps, videos, sound recordings, microforms and rare books.
University Description:
The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.
Detailed Description:
Reporting to the Head of Access and Outreach Services, the Interlibrary Loan (ILL) and Reserves Assistant functions as a member of a cross-trained Access Services team designed to provide excellent service at the first point of contact for the library users, which is the Circulation Desk. This individual supervises students in Access Services. He/she is responsible for the day-to-day functions of ILL services, Circuit, Express Books, RapidlLL and Document Delivery services, placing course materials on reserves, and obtaining copyright for ILL and course reserves, both print and electronic. This individual must track billing and collect invoices related to ILL and reserves, review workflow processes to ensure efficiency, and monitor emerging technologies and trends. Other duties include maintaining statistics for ILL and reserve materials and copyrights obtained for these resources.
On certain days may be the sole library staff member on duty, having functional responsibility for the entire library and all equipment, including computers. He/she must be flexible in adjusting work schedule when necessary to ensure that the Access and Outreach Services Department is staffed and must be able to work evenings and weekends.
This position has an extensive public service component requiring regular interaction with the general public in person, by telephone, and/or electronically.
Duties and Responsibilities:
Assists with Interlibrary Loan (ILL), Circuit, Document Delivery And express 45% books in Copley Library
• Responsible for Circuit lending and borrowing, Document Delivery and Express Books
• Assists in the day-to-day functions of interlibrary loan and Rapid ILL
• Answers questions by phone or email related to ILL and document delivery
• Fills Document Delivery requests using ILLiad, Circuit, and Library Catalog
• Practices a high level of independent decision-making regarding interpretation and implementation of ILL policies and codes Trains, supervises, evaluates and assigns tasks to student workers in checking the collection, retrieving books and articles and processing the material for scanning, shipment or delivery
• Communicates with patrons to notify them of receipt of requested ILL, Circuit, and document delivery items and to ensure the timely return of borrowed materials
• Communicates with borrowing and lending institutions
• Prepares both borrowed and loaned materials for shipping and Circuit service
• Provides assistance maintaining ILLiad service
• Tracks billing and collection practices related to ILL and reserves
• Assists with implementation of new technologies as they are introduced for ILL, Circuit, and Document Delivery
• Helps collect and document statistics for ILL, Circuit, Express Books, RapidlLL and Document Delivery
Maintains Faculty Course Reserves and the Library's Permanent Reserves; collection for all Forms of Print, Non-Print Media, and Electronic Reserves (e-reserves)
• Acts as primary contact for faculty regarding course reserves and maintains contact with them regarding the status of their physical and electronic reserve requests
• Uses Ares content management system to receive and process all electronic reserve requests Receives and processes requests for books and media to be placed on physical reserve; barcodes material if necessary; modifies Library catalog records; maintains physical reserves shelves
• Removes reserves, modifying library catalog records and returns faculty personal materials to them at the end of the semester
• Enforces all library reserve policies
• Maintains accurate records for each course's materials
• Maintains statistics for course reserves
• Maintains procedures manual for course reserves
• Stays abreast of latest trends and systems related to managing e-reserves
• Attends training and conferences about reserves, especially e-reserves
Maintains a Staff Supervisor Presence at the Access Services Desk
• Oversees the Circulation Desk area and provides circulation and information assistance to patrons
• Trains, supervises, and evaluates student workers in carrying out job assignments
• Assists student employees in implementing system functions for which student staff are not authorized such as collecting fines
• Ensures that patrons are served (refers questions to reference librarians or other staff) and telephones are answered
• Ensures the confidentiality of patron records in accordance with applicable laws
• Enforces and follows library policies
• Helps patrons locate books, periodicals, etc., and provides referrals to Reference
• Librarian when necessary
• Works with all circulation, reserves, and interlibrary loan functionality of the integrated library system (i.e. staff and public library catalog)
• Assists patrons with the operation of all equipment, e.g., copiers, microform
• readers/printers, campus cash, and computers
• Assists in processing trace and hold request for items needed by patrons
Ensures that Copyright Compliance Rules are followed for ILL, Document; Delivery and Reserves Materials
• Consults with and advises faculty about University copyright policies for ILL, document delivery and reserves materials Works with the Copyright Clearance Center to obtain copyright permissions when USD's Annual Academic Copyright License does not cover the proposed use for electronic reserves
• Uses Ares and ILLIAD content management systems for tracking and updating copyright permissions
• Participates in the development of a copyright guide, especially for ILL, document delivery and reserves materials
• Maintain statistics for copyright and ILL, document delivery and reserves
• Serves on Copley's Copyright Committee
• Attends conferences and training sessions about copyright, ILL, and document delivery
Other Duties as assigned
Special Conditions of Employment:
Effective June 1, 2023, based on CDC guidance, the University strongly encourages all campus members to stay up to date with Influenza and COVID-19 vaccination recommendations. For more regarding information USD's COVID-19 protocols, please visit
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Job Requirements:
Minimum Qualifications:
• High School Diploma
• Three years academic/research library experience
• Knowledge of copyright
• Knowledge of library systems and software
• One year supervisory experience
Preferred Qualifications:
• Bachelor's Degree
• Certificate or training from a library technology certification program
• Experience working in Interlibrary Loan
• Copyright Expertise
• Experience with Innovative Interfaces Sierra public and staff catalog or Ex Libris Alma/Primo, ILLiad, OCLC, and Ares
Performance Expectations - Knowledge, Skills and Abilities:
• Knowledge of the principles, practices, and tools of ILL and Reserves, e.g., Iliad and Ares Possesses a level of technological acumen that will enable him/her to not only effectively utilize but also to monitor and troubleshoot hardware and software used in the delivery of ILL/document delivery and Reserves services
• Possesses knowledge of library organization and Access Services routines
• Possesses knowledge of copyright law and Copley Library/USO copyright policy
• Trains, supervises, and evaluates student workers
• Strong customer-service orientation
• Ability to be flexible and nimble
• Ability to supervise graduate students and work-study students
• Ability to work independently, unsupervised, and as a team member
• Ability to work with sensitive and confidential information in appropriate manner
• Ability to make rational and objective judgment calls and to remain calm in all situations
• Ability to communicate procedures and policies to faculty, administrators, students, and staff in a positive manner
• Possesses a positive attitude and ability to be future-oriented and embrace change
• Excellent interpersonal, oral, and written communications skills
• Excellent organizational skills with strong attention to detail and the ability to manage multiple priorities
• Efficiently and effectively secures library building and alarms it at closing
• Demonstrates a commitment to continuous learning and to current trends related to job duties
• Maintains a quiet study atmosphere in Copley Library
• Enforces and follows Copley Library and University policies
Posting Salary:
$19.78-26.19; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Special Application Instructions:
Resume and Cover Letter Required
Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at
Additional Details:
Hours: 37.5 hour per week
Closing date: Open until filled
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit
Advertised: October 27, 2023
Applications close: Open until filled