Lending Resource Sharing Coordinator

Position Summary

The Lending Coordinator serves as the primary lead of the University of Minnesota Twin Cities lending interlibrary loan operation, applying policies and procedures, as well as recommending changes to enhance staff efficiencies and delivery to interlibrary loan partners. This position oversees lending workflows in various resource sharing systems, and overdue and lost book processes. Additionally, this position is cross-trained in borrowing processes to help with borrowing requests during peak request periods at the beginning of each academic semester and as needed throughout the year. The Lending Coordinator maintains and promotes a high standard of service to national and international partner libraries and University of Minnesota users of the Interlibrary Loan & Digital Delivery service.

The hours for this position are Monday - Friday, 8:30am - 5:00pm in Wilson Library, subject to University approval and management discretion.

Responsibilities

Manage lending of library materials to other libraries (40%)

• Manage lending communications and measures of service delivery, including analysis of daily request traffic to ensure excellent service, alerting staff to possible errors or delays in processing. Oversee lending workflow and monitors turnaround time, ensuring priority requests are filled in 24 hours and other requests within 2-4 business days.
• Process lending requests in the interlibrary loan (resource sharing) management systems, verifying the lendability of collections and resources. Lead other staff in these workflows: create, write, and edit lending documentation, and train Resource Sharing staff on the use of ILLiad and Rapido.
• Search the library's catalog and online databases to verify citations and the availability and location of materials. Apply problem-solving skills to verify bibliographic information using multiple bibliographic tools.
• Identifies and resolves system alerts, OCLC special messages, problem items, and other errors related to lending.
• Evaluate ILLiad software and related work processes and discover new ways to maximize use of system capabilities using the ILLiad Customization Manager. Develop expert knowledge of ILLiad, OCLC WorldShare, and Rapido/RapidILL processes and use these skills to troubleshoot any issues that may arise and advise the director on needed system updates or configuration changes to improve functionality and services.
• Collaborate with other units within the Libraries to address any workflow problems related to retrieval, scanning, or shipping, and identify and refer problems related to University of Minnesota Libraries holdings.
• Stay up to date with BTAA and SHARES policies, ALA ILL code, ILLiad and Rapido updates, and other software and policy changes, ensuring compliance with policies and procedures.
• Create resource-sharing data reports and visualizations to inform data-driven decision making.
• Develop a working knowledge of digital accessibility, including how to apply OCR to documents.

Perform billing functions related to ILL lending (20%)

• Coordinate billing for lost and damaged items with borrowing libraries and the University Libraries Borrowing Privileges and Fines unit using guidelines found in the Interlibrary Loan Code for the United States.
• Create monthly invoices for lending fees outside of the IFM and EFTS systems. Works closely with Libraries Business Office (LBO) and University of Minnesota Central Accounting staff to facilitate payment of accounts receivable and resolve payment disputes.
• Process IFLA vouchers by updating the ILLIAD Billing Manager as paid, contacting LBO staff with payment information, and forwarding vouchers to LBO.
• Reverse charges if an item was not supplied, if an item was returned before payment was processed, or an approved replacement copy is provided in lieu of payment.
• Alert supervisor once an unpaid invoice becomes 90 days overdue.
• Continuously improve the lost book billing process through evaluation of invoicing products and tools.

Assist with customer service and borrowing requests (20%)

• Serve as primary contact for questions from staff at other libraries regarding the lending of materials via interlibrary loan and billing for services, damage, or lost item replacement.
• Answer emails, telephone, chats regarding interlibrary loan policies and specific interlibrary loan & Digital Delivery requests.
• Educate and guide users in using Interlibrary Loan & Digital Delivery, including how to access these services via the interlibrary loan systems, web forms, and the Libraries' various discovery tools.
• Assist with borrowing request processing, including searching and verifying requests, delivering local, open, and Digital Delivery scanned content, submitting requests to other libraries, and following up on borrowing request questions from users.

Supervises the unit's lending student assistants (10%)

• Hire, train, and advise student workers.
• Ensure quality work is being completed; evaluate performance.
• Keep all procedures up to date.
• Assign other tasks as needed.
• Serve as backup for processing lending request scanning and retrievals as needed.

Contribute to Libraries' Wide, Divisional, & Departmental Work, Projects, and Initiatives (10%)

• Lead and/or participate in groups related to resource-sharing, including participation in the Big Ten Academic Alliance and OCLC SHARES networks.
• Regularly attends meetings and actively participates in discussions within the C&CS service area and in the Content Acquisition & Delivery department.
• Attend workshops, webinars, or classes relevant to the department and report back to other staff members on new and emerging trends or workflows.
• Volunteer for projects/assignments.
• Work collaboratively with other units in the service area and across the University of Minnesota Libraries and Minitex.

Required:

• BA/BS degree plus at least two (2) years of relevant experience or a combination of education and experience to equal at least six (6) years. Demonstrated ability to work in a highly collaborative environment.
• Experience providing a high level of service in a library setting.

Preferred:

• Five (5) years of relevant library experience; college education can be substituted for library experience on a year for year basis up to three (3) years, along with a minimum of two years of relevant library experience.
• Experience with Interlibrary Loan management systems, including ILLiad and/or Rapido.
• Experience with lending workflows and policies.
• Experience with Microsoft Office Suite and Google applications.
• Demonstrated ability to manage multiple assignments and meet deadlines.
• Demonstrated ability to work independently.
• Strong interpersonal skills.
• Strong written and verbal communication skills.

Physical (if applicable):

• Occasionally lifting and moving books and packages up to 30 pounds.

Pay Range: $25.64 - $26.64; depending on education/qualifications/experience

Time Appointment: 100% Appointment, 40 hours/week

Position Type: Civil-Service

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

Please attach the following documents in Word or PDF Format (DO NOT copy and paste.)

1. Resume
2. Cover Letter

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).