Receiving Assistant

The Receiving Assistant serves as the point person to manage materials as they arrive at the library. The incumbent receives print books, periodicals, and physical media and assists in receiving and processing electronic resources. The incumbent takes a lead role in managing the department’s student workers and assigns most of their day-to-day tasks. The Assistant maintains current periodical shelving, manages the receiving and boxing of continuations, and works with vendors to process claims. The incumbent ensures accurate holdings information in library systems and resolves issues that impact timely order fulfillment and patron access. The Receiving Assistant is an essential part of the library’s Acquisitions & Collection Development department, and reports to the department head.

Position Specific Responsibilities/Accountabilities 

 

Receiving and Processing of Library Materials

• Receive print books; check condition of materials; review accuracy of records for received materials; troubleshoot receiving problems and work to resolve those problems with vendors.

• Manage the receiving of periodicals; maintain holdings information; process claims. Using library and vendor systems, resolve issues that support subsequent claiming.

• Sort and distribute library mail daily; receive shipments from Campus Distribution Center; independently resolve receiving problems.

• Serve as the point person for library staff for all holdings issues and questions related to periodicals in all formats. Manage the retention or disposition of continuations from the current catalog according to established timelines.

• Process electronic records when receiving library materials.

• Process invoices for purchased electronic books and licensed streaming videos.

• For materials that need binding or repair, coordinate disposition of materials, prepare and receive shipments, and serve as point of contact for the binding vendors.

• Receive and process gift materials accepted for the collection.

• Participate in departmental inventory projects of physical and electronic resources.

Supervision of Student Employees

• Collaborate with project managers to hire, schedule, on-board, and evaluate work-study student employees.

• Manage weekly student employee schedules; track hours and attendance; approve biweekly timesheets; resolve timesheet issues; and monitor student work study budget.

• Train student employees in Acquisitions and Collection Development policies, procedures, and workflows.

• Assign daily tasks to student employees and monitor their progress.

• Assist in the design, implementation, and oversight of quality control processes to ensure student work consistently meets high standards.

Administrative and Other Duties

• Assist in the maintenance of documentation for the department.

• Represent the William H. Hannon Library within the library and campus community as appropriate. 

• Perform other duties as assigned or requested.

Loyola Marymount University Expectations 

Exhibit behavior that supports the mission, vision, and values of the university.  Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications 

• Typically, a Bachelor’s degree or equivalent experience or technical training in library operations. Incumbent will be expected to continue upgrading knowledge, skills, and abilities.

• Minimum of one year of experience working in a library.

• Ability to work independently and follow through on assignments with minimal supervision. Organize materials, use sound judgment, analyze information, evaluate situations, and recommend solutions to supervisor in order to complete workload and resolve problems.

• Ability to perform with frequent interruptions and distractions, appropriately prioritizing tasks in the face of changing priorities and fluctuating workloads. Careful attention to detail is required.

• Strong written and oral communication skills to work effectively with coworkers, library patrons, staff, and vendors.

Preferred Qualifications 

• Experience working in a library acquisitions department.

• Knowledge of Library of Congress Classification system.

• Experience with academic books and/or serials, the publishing industry, and related computer systems.

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