Job Title: Library Specialist IV - Scholarly Communications and Collections
Classification: C4
Department: Collections and Digital Scholarship
Updated: March 2025

Job Summary

Assists the Head of Collections & Digital Scholarship and the Scholarly Communications Outreach Coordinator with processing of metadata and content into the Libraries’ institutional repository, ScholarWorks. Provides technical and clerical support related to the management of the library’s institutional repository, the Libraries’ Open Access Publishing Fund, and library collections. 

This position reports to the Head of Collections & Digital Scholarship and is part of the Collections & Digital Scholarship department, which manages the University Libraries’ collection development and assessment activities for the Mary Idema Pew, Frey, and Steelcase Libraries and for Special Collections and University Archives. The department also provides direction on the University Libraries’ scholarly communication activities and initiatives for library employees and campus partners, including faculty training and development, as well as the management and development of the Libraries’ institutional repository. 

Essential Functions

As a member of the Collections & Digital Scholarship department: 

• Engages actively in departmental efforts.
• Contributes to advancing the goals of the department. 
• Assists with the management of the institutional repository by uploading content and metadata management.
• Provides general administrative support for faculty and student inquiries about the repository.
• Develops and maintains the intercultural understanding and awareness required to work in a diverse workplace and serve a diverse population.
• Demonstrated commitment to inclusion, diversity, equity, and accessibility.
• Aligns with and upholds University Competencies, University Libraries values in action, and user privacy principles.

As the lead contact for the management and support of the Libraries’ institutional repository:  

• Communicates regularly with Bepress, institutional repository vendor, to establish and design new communities and series within the repository and to resolve issues with existing series. 
• Develops and maintains expertise in Bepress’ Digital Commons software and best practices with accessibility in mind.
• Communicates with faculty, staff, and students within and outside the library regarding repository issues, questions, and requests, providing inclusive customer service in response to inquiries 
• Manages the receipt, digitization, and upload of repository materials, ensuring that materials are as accessible as possible.
• Manages the input of metadata and supporting resources for repository materials, following established guidelines and procedures.
• Identities publisher copyright and self-archive policies and communicates with publishers to clarify and request archiving permissions
• Manages record-keeping and assists with the development of documentation for the institutional repository
• Assists with, and may conduct, the training of university and library faculty and staff on the use of the institutional repository software and best practices 
• Provides publisher/author rights checking for faculty members and departments
• Triages email from the ScholarWorks shared email account 

As the lead contact for dissertation, thesis, capstone projects, and exemplary student work submissions for the University Libraries:

• Manages the online submission procedures and maintenance to the process
• Maintains communication with contacts in the graduate school and honors college about the submission process and criteria 
• Serves as liaison to the Center for Undergraduate Scholar Engagement (CUSE)

As the lead contact for book donations: 

• Coordinates receipt of book donations to University Libraries, including providing donors with acknowledgement letters
• Assists with the development and maintenance of the gift/donation policy 
• Coordinates processing of donated materials 

As the administrator of the Library’s Open Access Publishing Fund:

• Processes and tracks awards and payments for the Library’s Open Access Publishing Fund
• Assists with coordinating Open Access events and programming, including collaborating with other library and campus departments

As a student supervisor:

• Supports student colleague development by actively listening to their needs and practicing empathy, patience, and flexibility to cultivate student well-being and growth
• Leads student colleagues by proactively communicating work expectations to support departmental work in ways that foster growth, development, and accountability
• Actively develops their skills and knowledge as student supervisor by staying current on trends and challenges associated with leading student colleagues

Non-Essential Functions

• Serves on library committees, as appropriate
• Serves as a customer service contact, referring patrons to people and resources throughout the library system and generally assisting patrons in using the library

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• 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.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement. 
• Demonstrated experience to successfully 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

• Ability to learn and apply complex file formats, metadata schemes, and digitization standards.
• Demonstrated the intercultural understanding and awareness required to work in a diverse workplace and serve a diverse population to contribute to a healthy, inclusive working and learning environment.  
• Demonstrated commitment to inclusion, diversity, equity, and accessibility.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other PSS 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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