The Filing & Serials Manager manages and oversees the flow of serials and continuations from receipt to final collection location as well as providing direct services to patrons. The position collaborates with librarians and the cohort of other supervisory library assistants to coordinate workflow across departments to ensure the collection is as up-to-date and accessible as possible. Additionally, they will be expected to supervise library assistants (and student workers, as needed) who perform receiving and filing tasks, and communicate clearly; perform complex library duties requiring judgment, interpretations, and problem-solving skills; work with the library's integrated library system (Alma) to receive/claim a variety of serials and continuations and to perform circulation duties; perform complex filing tasks related to serials and continuations, as well as provide training and update instructions as needed; communicate with vendors to resolve problems; and commit to the highest level of accuracy in this highly detailed department whose work runs the range from the tedious and mundane to the complex.
About the College of Law
The University of Iowa College of Law is deeply committed to a community of excellence, equity, and diversity and welcomes applications from women, underrepresented minorities, persons with disabilities, LGBTQI+ individuals, and other candidates who will contribute to the diversification and enrichment of ideas and perspectives. Candidates who can contribute to these goals are encouraged to apply and to identify their strengths in this area.
Iowa City is a community with something for everyone. Iowa City offers great access to the arts, sports, and nature. The University of Iowa Hospitals and Clinics provide a great health care system on the cutting edge of medical care. A UNESCO City of Literature and home to the renowned Iowa Writers' Workshop, Iowa City is a great place to be a librarian.
Key Areas of Responsibility
Manages and coordinates the flow of routine to complex loose-leaf releases, receiving and filing, filing assignments, especially maintenance and organization of materials that are received out of sequence.
Supervises merit staff (and, periodically, student workers), establishes cross-training plans, assists in development of benchmarks, tracks progress of staff, assesses staffing needs, conducts performance review
Manages the departmental process of serials and continuations receiving, monitors and adjusts the flow of new materials from mailroom to receiving shelves; monitors temporary backlogs on a daily basis and reassigns receivers' priorities as necessary; regularly reports backlog status to manager.
Oversees the recording of receipt of serials and continuations materials, payments, and recording of information in Alma
Communicates frequently with the Librarian in charge of Serials & Continuations as well as the other Library Assistant Managers in person, in emails, and in meetings to ensure operational efficiency
Troubleshoots and resolves complex filing, receiving, claiming issues
Oversees updating of instructions and policy manuals in works areas continually, making sure all documentation remains up-to-date
Trains or coordinates the training of permanent staff in filing/serials/continuations procedures as necessary.
Files and handles complex loose-leafs and receiving.
Initiates vendor contact by email, telephone, fax or website to resolve outstanding problems and complex claims. Records all vendor correspondence in Alma. Claims missing releases or binders for loose-leaf titles.
Works at the Circulation Desk providing direct service to patrons.
Shares responsibility for responding to questions or problems from any department or staff member in the Law Library, or occasionally from Library faculty or patrons. Most inquiries require immediate response
Demonstrates how to file difficult loose-leaf sets to Library Assistants or students who understand and file basic sets with ease, but are eager to file more complex, challenging titles.
Participates in special projects or on committees, as assigned.
Spends brief time weekly on professional development.
Oversees and performs annual tasks like assessing binders or materials holders, changing binders, reviewing and overseeing permanent titles for bindery.
Oversees, reviews, tracks, reports statistics, as needed.
Diversity, Equity and Inclusion
Ability to work with a variety of individuals and groups in a constructive and respectful manner while appreciating the unique contribution of an inclusive workforce that brings together the talents of people across multiple identities, including: race, creed, color, religion, national origins, age, sex, pregnancy, disability, veteran or military status, sexual orientation, gender identity, or associational preferences.
Ability to utilize existing resources and learning to achieve or exceed desired outcomes of current and future organizational needs in a collaborative, constructive and civil manner.
Service Excellence/Customer Focus
Ability to meet or exceed customer service needs and expectations and provide excellent service in a direct or indirect manner. Ability to effectively transmit and interpret information through appropriate communication with internal and external customers.
Schedule: Full-time, Monday - Friday, 8:30-12:30, 1:30-5:30 (start/end time and lunch break times all have some flexibility)
MINIMUM ELIGIBILITY REQUIREMENTS:
Four years of library work experience, or
A combination of related work experience, undergraduate education, and/or post-high school library training totaling five years.
Experience with library systems (i.e. searching online catalogs or using an integrated library system for circulating items or receiving items).
Effective oral and written communication skills.
Organized and able to manage priorities.
Demonstrated understanding of DEI issues and ability to effectively interact with diverse populations.
1. Supervisory experience
2. Commitment to service
3. Law library experience
Application Process: In order to be considered, applicants must upload resume and plain text cover letter that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of 10 calendar days.
The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.
Internal Number: 21002389_1621001387
About University of Iowa
With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.