Interlibrary Loan Assistant

HOW TO APPLY

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INITIAL REVIEW DATE (IRD)

UC Santa Cruz jobs are posted until filled. All application materials submitted by 11:59 pm on the IRD will be routed to the hiring team for consideration. NOTE: Applicants who miss the IRD are still encouraged to apply; their materials will still be forwarded for consideration if requested by the hiring team. Application materials cannot be accepted outside of the jobs portal. Applications cannot be edited on an applicant's behalf. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 10-19-2026

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Interlibrary Loan Assistants are a part of the public service unit in the User Services & Resource Sharing (US&RS) department at the University Library. Its primary functions are to make UCSC collections and services accessible to library patrons, maintain the general collections, and assist with building security. The Interlibrary Loan unit works collaboratively with the The Circulation & Collection Maintenance unit, as well as with units outside of US&RS.

More information can be found at: https://library.ucsc.edu/

JOB SUMMARY

Interlibrary Loan, a unit within the User Services & Resource Sharing Department, advances and supports the University's research, teaching, and public service missions. Under the general supervision of the Interlibrary Loan Coordinator, this position: Performs daily ILL workflow functions, supervises Interlibrary Loan student staff, provides public service and patron education, works collaboratively to develop best practices, and participates on projects and library committees.

Staff members support the UCSC Principles of Community, which can be found here: https://www.ucsc.edu/about/principles-community.html

APPOINTMENT INFORMATION

Budgeted Salary: $32.09 - $34.39 / Hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Tues-Sat
• Shift Includes: Days, Evenings, Nights

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX - Clerical & Allied Services

Job Code Classification: 006759 (LIBRARY AST 4)

Travel: Never or Rarely

JOB DUTIES

55% - Operational and Administrative Support

• Accepts and verifies a variety of interlibrary loan requests, including some in a foreign language for both print and non-print media, from UCSC patrons and all types of libraries (academic, public, regional, special, out-of-state, foreign).
• Searches in databases and uses bibliographic tools (including Worldcat, OCLC, Alma and Worldshare) to verify the accuracy of requests; re-verify problem requests as needed.
• Determines availability and eligibility of requested items by exercising independent judgment with regard to billing, circulation, and copyright policies; consults with other library units (including Special Collections) as needed.
• Resolves difficult, specialized, varied, and non-routine ILL requests and problems. Interprets national, international, and University of California resource-sharing guidelines and policies.
• Handles patron interactions at the desk and troubleshoots customer service and workflow issues.
• Handles routine and specialized troubleshooting of ILL management software/hardware. Works with system-wide committees to test ILL management software and revise system-wide documentation related to ILL management software.
• Hires, trains, schedules, and monitors, ILL student employees. Accounts for, supervises, and directs the work of ILL student employees; oversees student workflow and daily retrieval and preparation of requested items from the University Libraries and processing of incoming and outgoing ILL materials; completes student tasks as necessary.
• Under the direction of the ILL Unit Head and in collaboration with ILL team members, designs, evaluates, researches, recommends, and implements changes or improvements to existing services, work tools, procedures, and policies necessitated by a changing internal and external environment.
• Shares the coordination of establishing ILL work quality standards and guidelines.
• Identifies inefficiencies in workflows and procedures and makes recommendations to resolve them. Communicates changes to ILL Unit Head and other identified parties. Follows the team's procedure for consistently evaluating and documenting decisions about workflow.
• Determines daily work priorities; assesses the need for redistribution and implements changes as needed in consultation with team members.
• Works with ILL team to identify student training needs and implement a team-recommended training plan.
• Follows agreed-upon process for communicating changes in ILL services to the library, the campus, and ILL patrons.
• Follows agreed-upon procedure for evaluating enhancements to existing ILL management software and coordinates the provision of feedback at the system-wide or local level.
• Analyzes ILL statistics and applies data to ILL workflow decisions.

40% - Public Service Desk & Patron Education

• Assists patrons in the use of ILL services; answers questions about the status of ILL requests; interprets Interlibrary Loan, Reserves, and Circulation policies and procedures as appropriate for patrons and instructs patrons in the identification of the necessary information to be included in requests.
• Checks materials in and out, place holds, recalls, and searches; renews materials; assigns barcodes to materials that have never been checked out; answers phones, transfers calls, and takes messages; issues and updates library cards; accepts materials for reserves processing.
• Assists patrons in person at multiple public service points and virtually through email and synchronous chat. Informs patrons of library policies and demonstrates basic research methods; teaches patrons how to locate materials within the local collection; demonstrates placing of Interlibrary Loan requests; shows patrons how to access their library accounts; identifies and refers complex requests.
• Describes printing and scanning options to patrons, provides basic troubleshooting of ITS-managed equipment, and directs unresolved issues to ITS as needed. Provides patron education and support for microfilm readers and scanners.
• Responsible for the safety and security of buildings, collections, and patrons during all open hours. Uses good judgment in determining the need for additional assistance in resolving difficult or unsafe situations. Executes emergency procedures when necessary as outlined in the Library Emergency manual.
• Monitors and directs work of circulation desk student assistants ensuring high quality, accurate patron education. Communicates issues to the Circulation Student Supervisor.

5% - Miscellaneous/Committee Participation

• Participates in US&RS department meetings and as appropriate attends Circulation/Collection Maintenance unit meetings. Seeks out and participates in recommended professional development opportunities. Participates in unit-wide initiatives. Assists other units as necessary and participates in ad-hoc special projects as assigned.
• Represents UCSC on consortial resource-sharing committees. Coordinates the flow of information between consortial resource-sharing committees and ILL team/Unit Head.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Understanding of the ways that racism, ableism, and sexism appear in work environments; interest in fostering an inclusive environment that supports a sense of belonging.
• Substantial experience using request tracking, inventory management software, library management software, or similar systems.
• Ability to perform bibliographic verification using online tools.
• Experience working in a collaborative, team-based work environment.
• Experience directing the work of others.
• Demonstrated skill in organizing, monitoring, and setting priorities for a heavy workload with multiple tasks and competing deadlines.
• Superior communication skills to negotiate routine and difficult interactions.
• Ability to continually assess workflow processes with an eye toward efficiency and best practices.
• Able to give, receive, evaluate, and apply constructive criticism.
• Demonstrated customer service experience.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Selected candidate must pass the employment misconduct disclosure process.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work primarily on campus, with periods of remote work possible based on operational needs. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• Ability to work a variable schedule including evenings and weekends.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

MISCONDUCT DISCLOSURE REQUIREMENT

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

• "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy
  • Abusive Conduct in the Workplace

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

NOTICE OF AVAILABILITY

EEO/AA

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status or other protected categories covered by the UC Anti-Discrimination Policy.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.