Library Assistant 5, Access & Resource Services , Facilities & Mailroom Supervis

POSITION OBJECTIVE

With a high degree of independence, this position ensures the seamless operation and maintenance of the Kelvin Smith Library (KSL) by effectively managing facility issues, coordinating supply and equipment procurement, and overseeing all mail, shipping, and receiving processes. The position facilitates OhioLINK consortium borrowing and lending, supervises student employees, and supports the Knowledge and Creativity Commons service areas. Through collaboration with campus departments, outside vendors, and delivery services, this role upholds the highest standards of maintenance, safety, and customer service in a dynamic 24/5 academic environment.

Essential Functions

• Manage KSL Facility Issues: generating work orders for general building repairs; coordinating special projects with outside contractors; and working with campus departments such as custodial services and recycling to uphold maintenance and safety for KSL (open 24/5 throughout the academic year). Coordinate workflow between departments as needed.
• Mail, shipping and receiving: manage all incoming and outgoing mail, packages, library materials, interlibrary loans, supplies, and equipment for all departments within KSL. Develop collaborative relationships with delivery personnel (campus mail, UPS, FedEx, Amazon, and other vendors). Sort and distribute all incoming items. Maintain processes to verify items are received in good condition and delivered accurately and on time.
• Manage ordering and receiving supplies and equipment: process all supply and equipment requests for all library departments within KSL. Track receipt of items and distribute accordingly. Follow up on damaged or incorrect orders with vendors. Maintain records and documentation for items purchased with the university credit card and reconcile the account monthly.
• OhioLINK consortium borrowing and lending: manage all incoming and outgoing requests for library materials within OhioLINK. Sort, label, package, and deliver items through a contracted delivery service. For incoming items, sort KSL‑owned materials from other library items borrowed by university faculty, staff, and students. Check in and receive all items within the library’s online circulation system.
• Student Employees: oversee daily work of student employees, provide training, assign tasks, and regularly monitor and provide feedback on performance.
• Knowledge and Creativity Commons: support the Access & Resource Services team by providing first-contact customer service at physical and online service points within the Commons; assist with training and maintenance of equipment; maintain knowledge of collections and access within the physical stacks and online catalog; provide general reference and digital services; oversee spaces, referrals, and directional assistance.
• Contributes to a work environment of empathy, collaboration, and respect.
• Engages in professional development, including service on committees and working groups, attending learning sessions, and staying aware of current trends in the field.

Nonessential Functions

Perform other duties as assigned. (<1%)

Contacts

Department: Continuous contact with library staff and non-library staff within KSL.

University: Continuous contact with campus mail delivery personnel; frequent contact with central shipping and receiving, procurement, and UTech departments for shipments pertaining to the central server area.

External: Continuous contact with delivery contractors (UPS, FedEx, Amazon, OhioLINK). Frequent contact with office supply vendors.

Students: Frequent contact with student assistant employees supporting shipping and receiving responsibilities.

Supervisory Responsibilities

Direct supervisory responsibility for hiring, training, and overseeing student assistants that support the unit’s functions.

Qualifications

• Education/Experience: Associate’s degree and 3 years of experience; or a Bachelor’s degree in a related area (academic library preferred).
• Required Skills: Aptitude for detail; strong interpersonal and communication skills (oral and written); excellent organizational and time management skills; strong service orientation and problem solving; working knowledge of policies and procedures related to facilities management, equipment, customer services, dispatch, building maintenance, safety and emergency preparedness; ability to take initiative, prioritize, and work independently or as part of a team; ability to supervise students; commitment to inclusion and civility; reliable attendance; effective face-to-face interaction with colleagues, supervisors, and customers.

Working Conditions

Regular duties require frequent bending and lifting of items that can be heavy. Office space is separate from the mail processing area. Required hours are Monday – Friday, 7:30 a.m.–4:00 p.m. This position is not eligible for the staff hybrid work program.