Job Title: Library Specialist III - Downtown Operations Coordinator
Classification: C3
Department: Library Access Support Services
Updated: March 2025

Job Summary

The responsibilities of this position include working in our user-centered desk environment, opening and/or closing the library, and executing emergency and evacuation processes as needed. Additional responsibilities include acting as the local lead for operational functions and supporting other areas of the department as needed. This position is a part of the Library Access Support Services department, which is responsible for supporting a set of behind the scenes and public-facing functions virtually and on our Allendale, Health, and Grand Rapids, Michigan campuses. This is a designated essential staff position in support of library operations and will be called upon to work onsite at times even when the University changes operating status due to inclement weather or otherwise. Ability to work evenings and weekends; flexibility to work a variety of shifts; and significant functional independence are required.

Essential Functions

• Work regular shifts at the service point, monitoring in-person and virtual activity. This includes the frontline and behind-the-scenes services provided by student colleagues.
• Deliver high quality inclusive and accessible customer service while assisting users with a wide range of transactions and inquiries, in-person and virtually, including reference assistance requiring knowledge of the library’s services, holdings, website, and online databases.
• Identify and respond to security and safety issues that arise, implementing emergency procedures, handling of library user complaints, and at times working with Grand Valley Police Department and facilities to ensure that the library environment is safe and conducive to learning.
• Open or securely close the library in line with standard procedure.
• Demonstrate flexibility, openness and receptivity to new ideas and approaches.
• Demonstrate innovation, creativity, and informed risk-taking.
• Collaborate broadly and engage in department and libraries' initiatives and projects.
• Provide support for events, tours, and other programming hosted in the libraries.
• Roam the library to collect data, on an ongoing basis and for special projects. Roaming activities can include answering questions; identifying, reporting or addressing facilities issues; and assisting with security-related issues.
• Participate in re-zoning of furniture in spaces throughout the Steelcase & Frey Libraries.
• Align with and uphold University Competencies, University Libraries values in action, and user privacy.
• Help foster a healthy work environment for library and student colleagues by working individually, collaboratively, and collectively towards achieving individual, departmental, and library goals.
• May direct student colleagues work on a project-by-project basis.
• Perform other duties as required/assigned by leadership.

As a local lead for operational functions:

• Provides local monitoring of the lost & found system including documentation and maintenance of best practices, transfers and/or disposition of lost items.
• Provides support for other operational tasks and projects as needed.
• Serves as lead for facilities work orders submission and tracking at Frey Library.
• Coordinates retrieval of patron-initiated and interlibrary loan requests and the shelving of physical materials at the Frey Library. 
• Manages shelf space at the Frey Library while at the same time maximizing ease of access for faculty, students and staff.  Assists with inventory, weeding and shelf reading of the stacks at Frey/Steelcase Libraries.
• Provides local coordination and tracking of facilities work orders, escalating to the Assistant Dean as needed.
• Serves as point person for supply orders for all University Libraries staff located on the Health Campus.

As a staff member supporting operations at the Steelcase Library and Frey Learning Commons:

• Supports access services tasks and projects as needed on a project-by-project basis.
• Assists with troubleshooting and reporting of Automated Storage and Retrieval System errors.
• Supports Access Services Projects at all Frey, Steelcase, and Mary Idema Pew Libraries.
• Maintains knowledge and training in all access services responsibilities of work conducted by the libraries.
• Trains and assists users on the Curriculum Materials Library equipment assists with collection and stack management.
• Coordinates with Course Reserve Lead on reserve items at Frey Learning Commons.
• Coordinates patron accounts with Mary Idema Pew Library lead for patron accounts.
• Serves as secondary support for student supervision and training at Frey and Steelcase Libraries
• Manages the daily operations for shipping and receiving of Frey Library mail and ensures timely delivery of materials for library staff and users.

Non-Essential Functions

• Participates in User Experience research initiatives aimed at better understanding and improving user experience.
• Participates in the promotion of library services.
• Demonstrates knowledge of design features and building facts by leading building tours.
• Supports building and campus partners associated with University Libraries.

Required Qualifications

• High school graduate or equivalent.
• Minimum of three years of relevant work experience.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Demonstrated experience to successfully operate office equipment.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills. 
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Ability to work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

Not Applicable. 

Supervision Received

Receives general instruction from a designated supervisor but is generally expected to work independently.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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