Library Assistant, Chemistry and Dental Libraries

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Library Assistant, Chemistry and Dental Libraries

Job Profile Title

Library Assistant I

Job Description Summary

About the Penn Libraries

The Penn Libraries provides a network of information resources and knowledge services that are vital to teaching, research, and learning at the University of Pennsylvania. This network includes 19 physical libraries, recognized for their collections, and a digital library known for innovation and richness of content. Through dynamic programming and exhibitions, and through the acquisition and preservation of literary and artistic artifacts, the Penn Libraries documents a wealth of social and historical periods, bringing scholarship to life at the University and in the various communities it serves.

The Chemistry and Dental Libraries seek a service- and solution-oriented Library Assistant (LA). The LA works in both library locations, with the division of time determined by the two units' librarians. The primary areas of responsibility are patron and access services and collection maintenance. Specific responsibilities may differ between units based on each location's needs, policies, processes, and workflows. The LA frequently interacts with patrons at the service desk in this public-facing position. The LA works closely with other library units, including assisting with emergency staffing in other libraries within the working cluster. The LA must be flexible and dependable, as patron and staffing needs cause work to quickly change and necessitate switching between library locations on very short notice.

This is a full-time, on-campus only bargaining unit position represented by a labor union. Regular hours are Monday through Friday, 9 a.m. to 5 p.m.; hours may change with operational needs. Regular schedules at each location are established by the heads of the libraries, in consultation with the LA, at the time of hiring and are confirmed or modified each semester.

Job Description

Responsibilities:

Patron and Access Services

• •Assist staffing the Chemistry and Dental Libraries and coordinate coverage to ensure daily services and operations remain uninterrupted without supervisor intervention, including moving between library locations on short notice.
• •At the request of the supervisor, temporarily assist with Library Specialist responsibilities to meet library operational needs, including supervising student assistants.
• •Assist in managing access services and service points. Perform tasks related to the circulation of library materials, including troubleshooting, renewing, recalling, and placing requests on behalf of patrons.
• •Regularly monitor email accounts, library systems queues, and other designated communication platforms throughout the day to promptly respond to communications and complete tasks. Process resource sharing and other requests, including retrieving, scanning, and uploading materials.
• •Promptly address questions and resolve issues for patrons by phone, in-person, and email, including performing ready-reference, locating materials, accessing online resources, and using library equipment. Refer inquiries to appropriate parties as needed.

Collections

• •Manage course reserves services in a primary or secondary capacity depending on library location needs.
• •Maintain accurate order and inventory of library materials by performing ongoing collection maintenance tasks. At the request of the bibliographer, design and implement shifts and inventory projects, working with the student supervisor to direct student involvement.
• •Manage book and current periodicals displays, preparing new items, removing older items, and maintaining a neat and orderly appearance. Prepare periodicals for binding. Identify and process damaged materials for preservation.
• •Regularly monitor and track status of library materials, including on order, in process, in transit, and missing items.
• •Proactively identify, troubleshoot, and report bibliographic record issues and follow up as needed.

Operations and Facilities

• •Perform operational duties for physical library locations, such as opening and closing the library. Communicate and enforce policies regarding the use of library facilities and resources.
• •Proactively resolve or report technology and facilities issues to appropriate parties; take reasonable interim action to minimize their impact; and follow up until they get resolved.
• •Under the direction of the supervisor, compile and analyze library data and produce reports. Create clear and attractive library signage for events, services, and facilities.
• •Assist with special events and facilities projects, which can include event planning, project coordination, and preparing and resetting of library space.
• •Order and maintain office supplies. Check mailrooms for mail.
• •Attend all relevant meetings at the request of the supervisor.

Other duties and responsibilities as assigned.

Qualifications:

Required

• •High school diploma or GED and 1-2 years of experience, or equivalent combination of education and experience, are required.
• •Flexibility to switch tasks and locations on very short notice.
• •Ability to work independently and to prioritize project work and ongoing duties.
• •Ability to work collegially and collaboratively with other members of staff both within and outside the immediate units.
• •Demonstrated experience providing public services to varied user communities.
• •Strong verbal and written communication skills, excellent interpersonal skills, attention to detail, and dependability.
• •Ability to perform operational duties for a physical library location, such as opening and closing procedures, reporting facility issues, and communicating policies to patrons.
• •Intermediate experience with Microsoft Office applications, particularly Word and Excel, and willingness to learn new technologies and skills independently.

Preferred

• •Demonstrated experience with online library catalogs, interlibrary loan systems, and back-end library management systems.
• •Experience maintaining and shifting library collections.
• •Experience managing course reserves.
• •Familiarity with Adobe Acrobat, Photoshop, or other desktop publishing applications.

• Application Requirement
• A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

**Please note that this position is a bargaining unit position represented by a labor union. Job related responsibilities, duties, qualifications, and compensation ass