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Hamline University Acquisition/Interlibrary Loan Coordinator in St. Paul, Minnesota

The Acquisition/Interlibrary Loan Coordinator (A/ILLC) is responsible for all aspects of purchasing, acquiring, and processing materials for the library s physical and digital collections. This position also maintains day-to-day responsibility for interlibrary loan (ILL) operations. In addition, this position provides general office management and student employee hiring and supervision. The A/ILLC is one of three positions within HULA that collectively constitute the Resource and Acquisition Management (RaAM) Department. This department is charged with providing leadership, management, and day-to-day oversight of several of the library s primary functions including identifying, selecting, acquiring, organizing, providing convenient access to, and managing library content and resources. The department is also responsible for all ILL functions. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Acquisition: Orders and copy-catalogs materials and processes all invoice payment requests for library supplies and materials. Tracks and troubleshoots work processes and coordinates ordering and order fulfillment with publishers and vendors. Researches procurement sources and pricing for monographic acquisitions. Encumbers funds, prepares invoices, and expends a purchasing budget as determined by the library s Collection Development Working Group. Maintains online invoice files and other records of activities. Verifies and submits procurement card charges to the Head of Resource and Acquisition Management (HRaAM) for approval. Maintains the library s internal bookkeeping, including harmonizing payment information between the university Workday system and the integrated library system (ILS). Provides regular financial and procurement updates to Research & Instruction Librarians, the Associate University Librarian (AUL), and the HRaAM. Supervises student employees who assist in all aspects of acquisitions and processing. Hires and trains student employees. Maintains student training documentation for acquisitions, cataloging, and general RaAM processes. Works with the HRaAM and the Collection Development Working Group to weed obsolete materials and to assess donated materials for inclusion in the collection. Interlibrary Loan: Manages daily ILL operations for non-returnable items (electronic articles) and mailing and receiving physical materials, largely in the Ex Libris Rapido system. Plans and assigns ILL-relevant tasks, and follows up on results of those tasks. Performs all borrowing and lending operations for requests mailed to, and received from, out-of-state partners. Supervises several student employees who assist in all aspects of ILL. Maintains documentation for ILL processes. Recommends system customizations as appropriate to automate routine interlibrary loan functions. Creates and updates ILL training documentation. Seeks opportunities to increase ILL productivity and reduce paperwork. Manages the ILL services budget as determined by the Library Leadership Team (LLT). Determines that borrowed and lent print and electronic materials comply with Copyright Law, Fair Use Guidelines, and CONTU Guidelines and that appropriate copyright royalties are paid. Tracks and reports ILL spending on borrowing and lending, postage, and copyright fees. Administers ILL financial records, including billing partner libraries for lost ILL items, and depositing payments from partner libraries for lost HULA materials. Maintains statistics and prepares reports, including monthly lending and borrowing statistics, overall interlibrary loan activity, annual copyright reports, and other reports as necessary. Integrates new technologies into workflow and practices. Keeps all department equipment operational by adhering to preventative maintenance requirements and instructions. Reports problems and malfunctions to HRaAM and may schedule repairs. Maintains supplies inventory for HULA by anticipating needed supplies, placing orders for supplies, and verifying their re eipt. Represents HULA by coordinating ILL policies and procedures with regional interlibrary loan partners in the Minitex region. Serves as a member of HULA s Alma Primo Working Group (APWG). Represents HULA as a member of the MnPALS ILL/Resource Sharing interest group. Collection Management, Digitization, & General Duties: Coordinates book mending and weeding projects. Assists with creating and maintaining virtual library displays. Provides support for effective reading list services. Coordinates requests for digitization of materials for reading lists, ILL, and digital projects. Coordinates and purchases all HULA office supplies and RaAM specific supplies. Maintains relevant statistics and prepares reports as necessary. Supervising Student Employees: Hires, schedules, trains, supervises, mentors, and evaluates student workers employed by RaAM. Develops and adheres to an annual payroll budget for funds allocated to the federal student worker budget and the general student worker budget, as well as individual work study awards of student employees. Monitors student budget numbers for RaAM. Additional Responsibilities: Participates in HULA workgroups and project teams. Serves as backup for RaAM student workers as needed. Serves on relevant MnPALS committees and subgroups. Works on special projects. Performs other duties as requested.