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Interlibrary Loan and Serials Specialist (LIB014, 820)

University Mission: Concordia University is a Christian university preparing leaders for the transformation of society.

Department Mission: The library has a steadfast commitment to student, faculty, staff, and community success. As the physical, intellectual, and social hub of campus, the library nurtures knowledge-seeking, scholarly growth, collaboration, relationship building, and lifelong learning. We encourage the inquiry and expression of global citizens seeking to transform society.

Position Title

Interlibrary Loan and Serials Specialist



Reports To

Access Services Manager (LIB003)

FLSA Status


Position Number


Salary Grade

Grade 3. Hiring range $17.25/hr - $18.16/hr

Primary Work Location

George R. White Library, onsite, Portland Main Campus

Work Schedule

Monday through Friday, 6:45am-3:15pm

Employee Classification

05 – Staff, Full-time, Non-Exempt

EEO Classification




Last Updated

June 2019


Position Summary

The Interlibrary Loan and Serials Specialist coordinates the operation of the Interlibrary Loan (ILL) process for the University Libraries, including Summit resource sharing. This position functions as a technical subject matter expert in the operation of the library’s ILL automation systems and collaborates with other library departments, students, faculty, staff, outside agencies, vendors, and the general public. Employee is responsible for the daily tasks associated with the GRW Library’s print serials section. This position works with multiple priorities in a fast-paced and changing environment and is responsible for training and guiding others involved in the fulfillment of interlibrary loans.



Concordia University is a private, Christian university. Concordia University reserves the right to give preference in employment based on religion in order to further the Lutheran objectives of the University and the Lutheran Church-Missouri Synod.


Essential Duties and Responsibilities


Interlibrary Loan

· Uses advanced resource sharing techniques to process and deliver requests

· Provides information to library users and assists with gathering research information

· Trains and coordinates staff working directly or indirectly with ILL

· Creates and maintains process and procedure documentation related to ILL

· Provides coordination in planning, prioritizing, and organizing ILL in response to established goals and priorities

· Acts as liaison for local and regional library consortia and associated user groups

· Prepares, compiles, and analyzes statistical data, reports, and narrative summaries as needed

· Maintains archives of ILL statistics and usage data

· Uses specialized technology to create and manipulate digital documents

· Remains current on new technology, methodology, and equipment





· Checks in new periodical issues and submit claims for missing issues

· Updates serial holdings

· Creates holdings records for new subscriptions and close out records for canceled subscriptions




Provides back-up to the Front Desk in Circulation



Other duties as assigned



Work Contacts

Library department faculty, staff, and student workers. Interacts with other faculty, staff, students, and community members.


Scope of Work

Successful acquisition of materials via interlibrary loan and serials processing in support of the curricular and research needs of the faculty, staff, and students of Concordia University. Requires knowledge of institution and department policies and practices. Exercises independent judgement under limited supervision. Interprets and applies University policy, Fed/State regulations, and contractual agreements to provide consistent, current, and appropriate campus/system wide application. Assists with keeping leaders informed of results, outcomes, and impediments.


Minimum Physical Requirements

Able to tolerate prolonged sitting and keyboarding.

Able to lift and carry 35 lbs. on an occasional basis.

Able to use basic office equipment including phones, copiers and computers.

Able to climb and descend stairs in a safe manner.

Able to lift, pull, grasp, stoop and reach within an office environment.


Minimum Education and Experience Requirements

Associate’s degree; Bachelor degree preferred

1 year of relevant library experience

Experience with an integrated library system

Supervisory experience desired.


Minimum Requirements (Knowledge, Skills and Abilities)

Able to effectively use Microsoft Office Suite, the Integrated Library System, and ILL technologies

Ability to identify, troubleshoot, resolve, and test issues and problems related to role related technologies and systems.

Demonstrated strong interpersonal skills in working with diverse students, faculty, and staff.

Highly organized, able to prioritize work in order to complete work on time or ahead of time, and strong attention to detail.

Able to monitor and direct the work of others, providing corrective feedback and praise as appropriate.

Excellent documentation skills.

Ability to work independently and work well with others while displaying a professional attitude and respect at all times


Post offer, Pre-Employment Screening Requirements

Able to successfully pass a criminal background check


Attitude and demeanor of all Concordia University employees: As part of a work environment that highly values Christian education, educational excellence and service to students, all members of the community will:

Publicly support the mission of Concordia University.

Communicate effectively with warmth, sensitivity, and understanding as s/he deals with administrative colleagues, teachers, students, parents, faculty, college personnel and program associates.

Work as a team member in a professional environment.

Possess a “service attitude” (willingness to be flexible to meet the needs of the department).

Have a professional physical appearance (appropriate clothing, personal hygiene, etc.).