Interlibrary Services Assistant

Job #1149

This position is responsible for processing interlibrary loan and document delivery requests for the borrowing and lending functions of the Interlibrary Services department (ILS) at Pacific University’s Library. The purpose of this position is to find and deliver requested research materials to Pacific University’s students, faculty, and staff at all locations and to facilitate lending and resource sharing with local, national and international libraries. The work requires a high level of aptitude for analyzing and evaluating information resources, problem solving initiative, and an excellent customer service ethic.

Essential Functions/Major Responsibilities

  • Process the borrowing copyright clearance queue including identifying copyright issues, cancelling duplicate requests, correcting citations and applying copyright fees. This is done periodically throughout the work day.
  • Organize copyright cleared requests for ordering through resource sharing systems, route in-house orders to document delivery. Process all ILLiad borrowing and document delivery orders on the day requested (excluding weekends). Reroute requests as appropriate to the Summit system, in-house holds, or ILS purchasing.
  • Locate and order research materials using online library systems such as OCLC and Docline, library websites, publisher websites, open access websites, and commercial document suppliers. Obtaining resources will also include extensive searching for rare and unique materials produced at conferences, associations, or organizations that are not available through interlibrary loan or a commercial document supplier.
  • Prepare and organize incoming lending requests as needed throughout the day for student employees to process in coordination with the Hillsboro library staff. This includes locating the material in our catalog and determining availability for loan or physical item scanning, as well as searching e-material collections, verifying license information for interlibrary loan, reviewing shipping information including proper address format on shipping labels, and choosing the correct delivery method for each item processed. Perform quality review of the In Stacks Searching queue daily for missed requests.
  • Direct and assist student employees in processing incoming and outgoing mail and courier items to assure accurate and timely delivery of materials.
  • Direct and assist student employees in scanning, sending, and receiving electronic documents including microfilm, print, and electronic items as needed throughout the day to assure accurate and timely delivery of materials.
  • Communicate with customers, including Pacific University faculty, students, and staff, interlibrary loan representatives at other libraries, and document suppliers as needed to answer questions, resolve delivery and/or access issues and clarify procedures.
  • Respond to and process requests in special conditions queues such as unfilled, conditional messages, not received, and resend requests as they occur.
  • Process overdue items and send notifications to Pacific patrons and borrowing libraries according to established procedure. Monitor the hold shelf and customer notification queues to manage checkouts and checkins for ILLiad items. Report problems with returns and/or lost items to supervisor as they occur.
  • Collect and maintain the Alliance Courier statistics. Send monthly reports to the Alliance courier manager. Create the daily manifest, keep labels and courier supplies organized and stocked. Request courier bags on the courier listserv as materials run low. Greet the courier, facilitate the exchange of materials, and oversee the signing of the daily shipping manifest. Arrange for coverage for this task during any absence.

Secondary Functions

  • Keep supervisor informed of issues, errors, and concerns such as missing materials, damaged items, misdirected mail, electronic access problems, computer malfunctions, training needs, and items requested for which no suppliers can be located.
  • Cross train with other Access Services staff to provide occasional coverage for areas outside of interlibrary services and at other Pacific locations.
  • Attend and participate in staff meetings, committees, and consortial work groups.
  • Collaborate with Access Services staff and ILS department manager on projects and initiatives especially as related to Access Services goals, policies, and services.
  • Assist with analyzing and updating custom holdings routing in OCLC and Docline systems.
  • Attend classes and conferences as needed to maintain and expand knowledge of systems and software upgrades, new library resources, and resource sharing protocols.
  • Perform other related duties as assigned.

Job Scope:  Performs routine duties independently with minimal supervision, operating from specific procedures and Resource Sharing codes and agreements of best practices. Most decisions are of a routine nature made within prescribed operating guidelines, policies, and procedures. Some problem solving or judgment decisions are made in consultation with supervisor. Collaborates with other staff and supervisor on performing the daily operations of the department.

Supervisor Responsibility:  This position does not supervise staff but may advise staff supporting ILS work as to procedures or error correction when needed. This position assists in training and directing student workers but is not responsible for supervision such as work hours, competency, or time cards.

Education and/or Experience

  • Minimum of two years experience working in interlibrary loan, access services, and/or circulation in a library. Experience in an academic library preferred.
  • High school degree or equivalent required. College degree and/or course work in library science, or records management and computer and software technology preferred.

Required Knowledge, Skills, Abilities & Behaviors

  1. Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
  2. Builds on basic learning and carries it from one situation to another.
  3. Demonstrates critical thinking skills in problem solving and decision-making.
  4. Asks questions and seeks assistance.
  5. Takes responsibility to eliminate the source of problems.
  6. Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
  7. Maintains proper appearance and personal conduct for the employee’s particular job.
  8. Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
  9. Demonstrates ability to work in a team environment.
  10. Applies excellent customer service ethics and skills in oral and written communications.
  11. Maintains an interest in and working knowledge of emerging technologies as they apply to libraries
  12. Demonstrates competence with computer technology including tracking systems, ordering systems,  scanners and digital technology, and standard office software products including Microsoft Office Word, Excel, Adobe Professional, and basic web design.
  13. Skilled in organizing, prioritizing, and completing multiple job duties on a daily basis.
  14. Performs work both independently and as a team member.
  15. Learns and adapts to frequent changes in systems, procedures, and technologies.
  16. Demonstrates aptitude for accuracy and attention to detail.
  17. Demonstrates consistent ability to work under pressure and to meet deadlines.
  18. Fluency in reading, writing, and speaking English.

Working Conditions

Academic library, non-public area, normal office environment. Primarily sedentary work that requires     sitting and using computer for long stretches of time. Occasional loading and pushing of library book carts     within the library. Some periods of standing and handling heavy books while scanning pages.

Physical Activities__Climbing  __Balancing  __Stooping  __Kneeling  __Crouching  __Crawling  _X_Reaching  _X_Standing _X_Walking  _X_Pushing  _X_Pulling  _X_Lifting _X_Fingering  _X_Grasping  _X_Feeling  _X_Talking  _X_Hearing _X_Repetitive motion

Physical Requirements_X_Sedentary work  _X_Light work  __Medium work  __Heavy work  __Very Heavy work   _X_Visual acuity


Please email cover letter, resume and names and phone numbers of three professional references to Please name your documents as shown in the following example: (Example:  Adams_Amy letter, Adams_Amy resume, Adams_Amy references).  You may also mail your application materials to Human Resources/Pacific University, 2043 College Way, Forest Grove, OR  97116.

Application materials will be screened and interview candidates will be selected and notified.  The hiring process normally consists of several interviews and can last several weeks depending on the position.  Employment is contingent upon eligibility to work in the United States and successful completion of a background check.  If the position is posted on our online job board it is an available position and you may apply. No phone calls please.

Discover Pacific University, a small place where big ideas are developed through a distinctive combination of learning opportunities, diverse perspectives and civic engagement. Pacific University was founded in 1849 and now has three campuses in Oregon. We celebrate a rich liberal arts tradition in the College of Arts & Sciences alongside our acclaimed colleges of Education, BusinessHealth Professions and Optometry. Today, we offer a distinctive combination of learning opportunities, diverse perspectives and civic engagement.  At the historic Forest Grove campus, Pacific students pursue bachelor's degrees in more than 36 majors, as well as graduate and master's degrees. At the Eugene campus we offer undergraduate and graduate degrees in our College of Education. And, at our state-of-the-art College of Health Professions campus in downtown Hillsboro, we offer professional programs in dental health science, gerontology, healthcare administration, occupational and physical therapy, pharmacy, professional psychology, physician assistant studies and Audiology.

Pacific University also offers healthcare services throughout the Portland metropolitan area, caring for the patients we serve and the healthcare and optometry students we train. Additional facilities in Portland support the clinical programs of the College of Optometry and the School of Professional Psychology. We remain committed to a tradition of service and support to the community, offering service learning, international education, internships, research opportunities and co-curricular activities to students and faculty.  With a rich history to build on and a strong future ahead, our 3,350 students enjoy a rigorous academic experience, professors who love to teach and a warm, friendly atmosphere. Our alumni go on to become life-long learners and engaged citizens of the world.

Notice of Nondiscrimination Policy |  It is the policy of Pacific University not to discriminate on the basis of sex, physical or mental disability, race, color, national origin, sexual orientation, age, religious preference or disabled veteran or Vietnam Era status in admission and access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other classification protected under state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116,

All Available Positions