Interlibrary Loan / Document Delivery Specialist

Eastern Washington University Cheney, WA Full-time Finance

Posted on April 4, 2024

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Interlibrary Loan / Document Delivery Specialist

About Eastern Washington University:
Eastern Washington University, a regional, comprehensive public university with an enrollment of over 10,000 students, is one of six state-funded four-year institutions of higher education in Washington, each governed by its own board of trustees. EWU’s 300-acre main campus is located in Cheney, a community of 12,000 residents 16 miles southwest of Washington’s second largest city, Spokane. Eastern also offers programs in downtown Spokane at the innovative, energy-efficient Catalyst building, the SIERR building which is a hub for research, development and advancement of health sciences, and at Riverpoint, a campus shared with Washington State University. In addition, EWU programs can be found at select locations throughout the state, aligned with the needs of the community. Eastern contributes to the vitality of the region and the state through its wide array of bachelor’s and master’s degrees in over 100 fields of study, as well as applied doctorates in physical therapy and educational leadership, offering accessible pathways to career success and personal development to students of all socioeconomic and cultural backgrounds.

Eastern Washington University has been recognized for its commitment to helping undergraduate students learn, grow and succeed by Colleges of Distinction, a nationally trusted resource guide for college-bound students. The honor recognizes Eastern as a ’22-’23 College of Distinction (CoD). Money magazine recently named EWU as one of its Best Colleges in America 2023.
Tribal Land Acknowledgement
Eastern Washington University resides within the traditional homelands of the Spokane People and other tribes who are connected through their shared history of this region. This land holds their cultural DNA and it is their Ancestors who are here and bring forth the knowledge of this place—the knowledge that comes from the land.

Job Summary:
The College of Professional Programs at Eastern Washington University is currently seeking applicants for an Interlibrary Loan/Document Delivery Specialist (Library & Archives Paraprofessional 4) in the School of Libraries.

Key Responsibilities

Administers and conducts Interlibrary Loan (ILL) operations. Performs complex technical library tasks and problem solving using intensive application of specialized knowledge and skills involving ILL operations. Uses ILLiad, OCLC WorldCat, local library system (currently Ex Libris Alma/Primo system), and other library systems and databases to respond to resource-sharing requests; solves complex bibliographic and access problems in requests for resources; coordinates with other library staff to fill interlibrary loan requests through purchase or licensing as necessary; coordinates with other staff to deliver materials physically or electronically; maintains and analyzes records of ILL transactions using standard definitions and guidelines for academic libraries.

In addition to salary, the University offers a comprehensive benefits package including health insurance, life and disability insurance and retirement. In addition, EWU offers generous vacation and sick leave accruals, 13 paid holidays per year and fringe benefits, such as tuition waiver for employees and eligible family members, discounted EWU sports tickets and free transportation through STA buses. For additional information regarding insurance benefits please see our Benefits page: https://inside.ewu.edu/hr/benefits/insurance/.

Eastern Washington University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Eastern Washington University is an affirmative action/equal opportunity employer, and applications from members of historically underrepresented groups are especially encouraged.

Applications are open and accepted until recruitment is closed. Screening of applications will begin on April 18, 2024. A three-day notice will be provided prior to closure of recruitment. All materials will be held in strictest confidence; references will not be contacted until candidates have been notified.

Please see job duties section for a more complete list of position responsibilities.

Required Qualifications:
Minimum Qualifications

High school graduation or equivalent AND
Five years’ experience in the functional operations of a library including two years beyond the entry level in an area of specialization and one year of lead/supervisory experience.

To meet the requirement for “two years beyond the entry level in an area of specialization,” the candidate selected for this position must offer at least two years recent experience (experience acquired within the past five years is considered recent) working in interlibrary loan operations and which must include ALL of the following functions related to interlibrary loan operations:

Using Tipasa, ILLiad or comparable automated interlibrary loan system;
Using an online local library system, such as Ex Libris Alma/Primo or Innovative Interfaces Millennium system, in order to identify and determine extent of holdings and borrowing restrictions and to analyze circulation and patron records;
Using OCLC WorldCat.

Position Specific Qualifications
In addition to meeting the minimum qualifications as specified above, the candidate selected fro this position must offer at least two years recent work experience in ALL of the position specific required areas described below (experience acquired within the past five years is considered recent). This experience can come from one position, or multiple positions, as long as the volume of experience is at least two years for each and all of the following areas:

Work experience requiring knowledge of bibliographic records (e.g. MARC records) and standard descriptions of holdings of information resources, particularly as they appear on OCLC WorldCat;
Work experience requiring knowledge of standard office applications such as Microsoft Word and Outlook email system;
Work experience requiring ability to solve complex problems in searching for, identifying, and providing access to bibliographic resources of all types and formats;
Work experience requiring ability to select and compare bibliographic, summary holdings, and item records for the purpose of matching requests to available items;
Work experience requiring ability to write procedures, office memoranda, and other documents clearly and accurately;
Work experience requiring ability to communicate effectively with a wide range of library users and with other libraries;
Demonstrated ability to apply a culturally responsive and flexible approach that is sensitive to the diverse needs of the students, faculty, and administrators including needs for universal access.

Preferred Qualifications:

3-5 years’ recent experience working in interlibrary loan operations.
3-5 years’ recent experience using, Tipasa, ILLiad or comparable automated interlibrary loan system.
3-5 years’ recent experience using an online local library system, such as Innovative Interfaces Millennium system, in order to identify and determine extent of holdings and borrowing restrictions, and to comprehend circulation and patron records.
3-5 years’ recent experience using OCLC WorldCat.
Experience using Tipasa and ILLiad interlibrary loan resource sharing management software systems.
Knowledge of delivery systems such as library consortial courier systems, FedEx, USPS, etc.
Knowledge of copyright regulations for library interlibrary transactions and copying.
Knowledge of standard statistical reporting for interlibrary loan transactions.
Knowledge of online licensed databases such as Ebscohost and online open-access databases.
Knowledge of standard online office products such as Microsoft Word and Excel.
Ability to troubleshoot local Tipasa system implementation.

Other Skills and Abilities:

Flexibility
Collaboration
Collegiality
Communication
Teamwork
Time Management
Attention to Detail

Job Duties:
% of Time: 70
Responsibility / Duty: ADMINISTER AND CONDUCT INTERLIBRARY LOAN (ILL) OPERATIONS AS DIRECTED; RESOLVE COMPLEX ILL AND RELATED TRANSACTIONS THROUGH USE OF LIBRARY SYSTEMS AND DATABASES:

As an expert user of specialized systems for resource-sharing services, including the ILLiad ILL system, OCLC WorldCat, EWU Libraries’ local library system (currently Ex Libris system), and other pertinent systems, databases, and resources, responds to requests for information resources, both from EWU library users for resources not held by EWU, and from other libraries for EWU resources.
Analyzes and resolves complex bibliographic and access problems encountered in requests for library and information resources.
Evaluates complex bibliographic records to determine the appropriate resources to request.
Acts as a resource for other staff working on ILL/DD activities, particularly in resolving complex problems in acquiring access and in use of ILLiad and other ILL-related systems.
Coordinates with staff filling requests for materials placed through the Orbis Cascade Alliance consortial borrowing system.
Under direction of unit head, prepares invoices, charges, and payments related to ILL requests and transactions for approval, and recommends strategies for cost-effective delivery of ILL services.
Responds to queries routed for response by library staff (including email, phone, and other requests) including queries from other institutions regarding policies and problems.
Maintains expertise in interlibrary loan and document delivery systems, standards, and emerging practice, through study of pertinent journals, listservs, reports, etc.
Maintains expertise in current copyright and fair use regulations and restrictions; notifies supervisor of any changes pertinent to current practices.
Maintains professionalism commensurate with the university environment in written and verbal communications with materials requestors lending institutions, library faculty and staff, vendors, and other stakeholders.
Promotes courteous and cooperative relationships within the library, branch campuses, consortial library partners, local area libraries, and other ILL partner institutions and organizations.

Essential Function Indicator: Yes

% of Time: 20
Responsibility / Duty: DOCUMENT INTER LIBRARY LOAN AND RELATED TRANSACTIONS AND ACTIVITIES:

Documents ILL/DD procedures for use by staff working on ILL and document delivery transactions as directed, and updates these procedures as they change throughout the year.
Maintains and organizes records of requests filled through borrowing, lending, and other means (e.g. purchase or temporary licensing), following national, consortial, and EWU interlibrary loan and document delivery guidelines.
Under direction of unit head, assists in compiling statistical and other reports of ILL activities and transactions, including fill rates and methods; recommends evidence-based changes in practice.
Compiles copyright reports regarding copyright charges for verification by unit head; identifies high-use resources and their costs and recommends strategies for minimizing costs.
Compiles other monthly reports to appropriate library liaisons, department chairs, and coordinators, concerning ILL/DD transactions and other library activities such as acquisitions and expenditures of collection allocations.

Essential Function Indicator: Yes

% of Time: 10
Responsibility / Duty: COORDINATE ACTIVITIES TO FULFILL ILL REQUESTS THROUGH ALTERNATE MEANS AND TO DELIVER MATERIALS TO DISTANT CLIENTS:

Requests that orders be placed for ILL requests that must be filled through purchase; may use online acquisition systems to place orders for these requests, as staffing requires.
Arranges for licensing to fill ILL requests that must be filled through licensing of digital resources; coordinates with library, university, and consortial courier staff to provide delivery of resources requested by EWU distance education students and faculty.

Essential Function Indicator: Yes

Conditions of Employment:
Essential functions:

Ability to work at a computer station for extended periods five days per week.
Ability to type at a computer at a moderate rate of speed (i.e. 30 words per minute).
Ability to read and understand bibliographic records in library catalogs, databases, websites, etc.
Ability to pick up books and other library resources weighing up to 4 pounds.
Ability to communicate by email and telephone.
Must be able to perform position’s essential functions with or without reasonable accommodation.
Must be available to work assigned schedule. The schedule for this position is 7 a.m. to 3:30 p.m. Monday through Friday.
During the course of university employment this position will be involved in the receipt of, or accountability for, university funds or other items of value; as well as the unsupervised access with the developmentally disabled, vulnerable adults or children under the age of 16. The offer of employment is contingent upon successful completion and passing of a background check prior to beginning employment.
All new employees must comply with EWU immunization Policy 602-02 and provide proof of immunity or vaccination to MMR before beginning work at EWU. Waivers for the immunization requirements are available for medical or sincerely held religious beliefs.
This position is covered by the Washington Federation of State Employees’ Collective Bargaining Agreement.
Upon hire employees will complete required DEI, Hazing and Harassment, Title IX training, and any other federal, state, and university mandated trainings. You can access the online training at https://inside.ewu.edu/hr/training/orientation/ or complete the training in person or via Zoom. In person and Zoom training opportunities will be posted on InsideEWU and are listed on the Human Resources site at https://inside.ewu.edu/hr/training/.
Note: Interviews may be conducted via Zoom (camera must be enabled). If so, candidates must be able to demonstrate competence using Zoom and other technologies.

Salary Information: The salary for this position is $47,532 (minimum) up to $55,056. Where the hired candidate will begin within this range is dependent on education, experience, and skills.

Posting Date: 04/04/2024
Open Until Further Notice: Yes
Closing Date:
Screening to Begin: 04/18/2024

Special Instructions to Applicants:
Submit your application materials through our online applications portal provided below. If you are unable to submit through the applicant portal, please contact Human Resources Services at (509) 359-2381.

To apply, visit https://jobs.hr.ewu.edu/postings/12065

EWU does not discriminate in its programs and activities on the basis of race, color, creed, religion, national origin, citizenship or immigration status, sex, pregnancy, sexual orientation, gender identity/expression, genetic information, age, marital status, families with children, protected veteran or military status, HIV or hepatitis C, status as a mother breastfeeding her child, or the presence of any sensory, mental, or physical disability or the use of a trained guide dog or service animal by a person with a disability, as provided for and to the extent required by state and federal laws.

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