Interlibrary Loan Coordinator and Cataloging Assistant

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Position Title:

Interlibrary Loan Coordinator and Cataloging Assistant

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Library Assistant III

Job Duties:

The Interlibrary Loan (ILL) Coordinator and Cataloging Assistant at the University of Wisconsin-Stout Polytechnic provides primary support for interlibrary loan and resource sharing services, coordinating the borrowing and lending of library materials through regional, statewide, national, and international resource-sharing networks. This position processes and tracks ILL requests, maintains accurate records, monitors resource-sharing systems, and ensures timely and effective service to students, faculty, and staff. The coordinator provides training and day-to-day guidance to student employees working in ILL and helps maintain compliance with applicable copyright and licensing requirements.

This position also performs copy cataloging activities using established standards and procedures to ensure library materials are accurately described and discoverable. The position also coordinates the processing of newly cataloged library materials, including assigning and monitoring student work, maintaining processing workflows, and ensuring materials are prepared for timely availability and accurate collection maintenance.

The position serves as a backup for Access Services operations, including occasional work at the circulation desk, assisting with summer camps that may use the library, and participates in the hiring, training, and evaluation of student employees to support efficient library services and operations.

This hours for this position are Monday – Friday 8:00 – 4:30 with possible later hours during the summer to assist with camps that may use the library after hours.

Key Job Responsibilities:

Coordinate Interlibrary Loan Services (50%)

·         Coordinates daily interlibrary loan and resource sharing activities, including processing borrowing and lending requests, document delivery, customer service, and maintaining accurate records.

·         Provides training, support, and day-to-day work guidance to student employees assigned to interlibrary loan activities and participates in student employee hiring and evaluation processes.

·         Proactively utilize specialized resource-sharing platforms (such as Alma Resource Sharing, OCLC, Rapido, and RapidILL) and integrated library management systems to efficiently process interlibrary loan and document delivery requests.

·         Troubleshoot independently and collaboratively making use of library, campus, and UW System personnel to resolve complex technical and service-related issues across multiple systems, ensuring seamless access to resources and maintaining a high standard of service reliability and user satisfaction.

·         Maintain knowledge regarding ADA Title II to meet and deliver accessible services.

·         Maintain manuals for ILL policies and procedures in line with US Interlibrary Loan Code (American Library Association) and institutional goals. Train back-up staff in procedures.

·         Identifies and recommends improvements to policies or procedures as needed reflecting technology changes and filling information needs of campus.

·         Follows copyright law and licensing agreements to ensure compliance with resource sharing activities.

·         Maintains interlibrary loan statistics and prepares routine activity reports as requested.

·         Work collaboratively with UW Libraries to maintain and improve cooperative resource sharing services.

·         Troubleshoot issues with requests, systems, and user accounts, communicating effectively with library users and partner institutions.

·         Maintains awareness of developments in resource-sharing systems and assists with testing or implementing workflow improvements as assigned.

Cataloging Support (30%)

• Completes copy-cataloging for physical collections using standardized procedures of the UW System Libraries and OCLC. Requires understanding of MARC formats and operations within OCLC and ALMA databases.

• Coordinates the processing of newly cataloged library materials, including assigning and monitoring student work, maintaining processing procedures, ensuring quality control, and preparing materials for circulation and shelving.

Circulation Supervision (15%)

• Serves as a backup for Access Services operations and circulation desk activities, assisting patrons, answering questions, and applying circulation policies and procedures.

• Help with summer camps that may use the library space during summer operations.

• Ensure a high standard of customer service at the Circulation Desk in collaboration with colleagues through modeling best practices and mentoring student employees.

• Assists with resolving circulation-related issues and refers exceptions or unusual situations to appropriate library staff when needed.

• Participates in oversight of physical collections including proper shelving, cleanliness, organization, and user access.

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OTHER DUTIES (5%)

• Maintains professional competence in services and technology related to position

• Serve on library and campus committees, confirmed by the Library Director/supervisor

• Accepts the rights and responsibilities of a university staff member as outlined in university library policies and the UW-Stout Polytechnic Faculty, Staff, and Limited Appointee Handbook (FASLAH).

• Work on special library projects and assignments as designated by supervisor or the Library Director.  

Department:

The mission of the University Library at UW-Stout Polytechnic is to cultivate critical thinking and applied learning to enhance the success of our students, faculty, and staff in an evolving information environment. We aim to advance the spirit of exploration and innovation. As the inclusive heart of campus, we aspire to be an essential partner in every person's path to success.  

The University Library values:  

• Collaboration with diverse campus, regional and global communities  

• Agility and innovation in our support of current and future needs  

• Respect and Care as the Guiding Principles of our service to others  

• Professional excellence in all we do  

• Empowering students, faculty and staff  

UW-Stout Polytechnic's University Library is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.  

Compensation:

$20.00/hr. A six-month probationary period is required.

University of Wisconsin-Stout Polytechnic does not offer H-1B or other employment-based visa sponsorship for this position. In addition, UW-Stout is not an E-Verify employer and, therefore, cannot support employment authorization under the STEM OPT extension program. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and for maintaining valid work authorization throughout the employment term. If you have questions regarding employment eligibility, please contact Human Resources at 715-232-2149.

Required Qualifications:

·         High School Diploma

·         Functional written and spoken communication skills

·         Ability to perform multiple tasks and complete diverse projects simultaneously

·         Strong customer service orientation.

·         Ability to work both independently and collaboratively in a team environment.

Preferred Qualifications:

·         Bachelor’s Degree

·         Experience working in a library or higher education setting

·         Familiarity with library resource-sharing and management systems, such as ILLiad, Rapido, OCLC products, or comparable platforms.

·         Strong organizational skills and attention to detail.

·         Supervisory experience training and overseeing student workers or volunteers.

·         Familiarity with interlibrary loan best practices.

How to Apply:

Complete applications received by end of day, November 29, 2026, are ensured full consideration.  Applications submitted after November 29th, 2026 may be reviewed at the discretion of the search committee or until position is filled.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Due to system limitations, applicants may upload no more than five (5) attachments. Please combine documents where appropriate.

Required application materials:

• Cover letter (* See below)

• Curriculum vitae or resume

All final candidates will be asked to provide names, email contact information, and/or phone numbers for three (3) references, with at least one being from a manager or supervisor, during the interview process. 

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Contact Information:

For questions regarding this position or recruitment, please contact:

Search Chair: Cory Whipkey

Phone: 715-232-1429

Email: [email protected]

If you need assistance with the online application process or if you submitted your application prior to uploading all the required application materials, please contact:

Search Coordinator: Krisany Blount

Email: [email protected]

Guidelines to ensure consideration:    

• Applicants must complete all required fields and attach all required application materials.     

• Within your cover letter address each of the Minimum/Required Qualifications specified for this position. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.  

It is the policy of UW-Stout Polytechnic to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.   

The Universities of Wisconsin provides an excellent benefits package including participation in the Wisconsin State retirement plan, demonstrating our commitment to the diverse needs of our employees. 

• Employee Benefits:  https://www.wisconsin.edu/ohrwd/benefits/

• To calculate the estimated value of your total compensation, use the Health & Retirement Contributions Estimator | Employee Benefits (wisconsin.edu)

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources Office.  Employment is also contingent upon the final candidate passing reference checks and an essential job function test, as applicable. The reference check process includes asking the final candidates’ professional references questions regarding employee misconduct, sexual violence, and sexual harassment. Reference checks must be conducted at a minimum with three professional references, at least one of which must be a prior supervisor.

Final candidates with previous employment within the Universities of Wisconsin and State of WI agencies will be subject to additional reference checks. 

In response to a public records request, the Universities of Wisconsin will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout Polytechnic is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

UW is an Equal Opportunity Employer
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.