Processing Assistant in Center for Science, Social Science Information

Connecticut, United States
19 Nov 2018
End of advertisement period
19 Jan 2019
Contract Type
Full Time

Work Days/Hours (Other than Standard)

Monday –Thursday, 11:30 am – 8:00 pm, Friday 10:45 – 7:15 (will shift when opening hours are changed for breaks and for other operational needs). May be required to work holidays and recess days; may be required to substitute evenings and weekend.

Position Focus:

Reporting to the Director of Collection Management, Technical Services and Access Services and with direction from the Manager of Access Services and the Evening Manager of Access Services, performs a range of cataloging and processing functions for materials in any format, including but not limited to receipt and management of materials, order and catalog records maintenance, and copy cataloging. The incumbent also provides excellent public service and research support at the Information Desk. The Library Services Assistant must have a thorough understanding of how to effectively answer basic information, directional, privileges, and access services questions for Yale and non-Yale patrons. The Library Services Assistant must be familiar with the workflow and operations of document delivery services and will participate in some or all of these services.

  1.  Receives, processes, and catalogs material in any format received via order, gift, or transfer: updates order records and searches, verifies, and edits cataloging copy in Integrated Library System (ILS), making appropriate changes as needed, updates holdings, and brings in new records or creates provisional records when appropriate.
  2. Tracks acquisition of electronic material, confirms access, notifies patrons, and updates systems accordingly. Works with staff in Catalog and Metadata Services and E-Collections to ensure accurate links, access and holding information for e-resource records.
  3. Performs quality control and identifies and resolves problems by performing catalog maintenance activities, including modifying, updating, editing, or deleting records.
  4. Performs bibliographic searching tasks related to processing inter-library loan requests.
  5. Performs scanning or digitization tasks, including but not limited to scanning for reserves, “scan and deliver” requests, and inter-library loan requests.
  6. Prepares material for transfer to Library Shelving Facility (LSF) or withdrawal, including updating records.
  7. Provides services at the information desk. Using independent judgment responds to or refers requests for appropriate action. Answers directional and basic information questions using print and electronic resources. Interviews library patrons to determine scope and depth of requests per established procedures and guidelines. Advises, screens and refers patrons to librarians for in-depth research assistance using a triage system. Assists Yale and non-Yale patrons in the use of collections and resources in-person, by phone, email, fax and other forms of communication. Uses knowledge of the online catalog and general databases to assist patrons in searching for known items and verifying citations. Answers questions concerning library access policies, multiple book classification schemes, various libraries, and the location of books in the stacks.
  8. Searches for bibliographic data with incomplete information in catalogs, reference sources, files, and databases.
  9. Assists with support for patrons in use of software, courseware and other applications. Troubleshoots and addresses problems with public workstations, equipment for loan, patron-owned equipment, copiers, printers, scanners and other technology equipment. Refers unresolvable problems to appropriate next level per established procedures.
  10. Understands the complex environment of a large research library and can clearly articulate policies and procedures to patrons. 

Please note that the Essential Duties listed below are generic, and may or may not pertain to this position.

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Essential Duties

  1. Processes new and added copies of monographs and serials using supplied bibliographic data; revises authority records and resolves conflicts in authority headings.
  2. May correct or update records.
  3. Searches and verifies bibliographic data with incomplete information or source material in catalogs, reference sources, files and data bases.
  4. Organizes and arranges collections of materials.
  5. Instructs, revises work and provides work direction to staff.
  6. May assist in the coordination and distribution of work.
  7. Performs clerical functions incidental to library activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Demonstrated skill in copy cataloging, including performing bibliographic searching and identifying best record using an Integrated Library System (such as Voyager) or a union catalog (such OCLC Worldcat) and importing from or creating provisional bibliographic records within such systems.

Required Skill/Ability 2:

Commitment to and demonstrated skill in providing excellent customer service in an academic library. Ability to work with respect and civility with faculty, staff, students, and other patrons in a culturally diverse environment.

Required Skill/Ability 3:

Demonstrated ability to work both independently and in a team, including taking responsibility for one’s personal work and for actively contributing to team successes, utilizing excellent written and oral communications skills, time management, and effective prioritization of tasks.

Required Skill/Ability 4:

Excellent computer skills including demonstrated proficiency using MS Office, specifically Word, Excel, and Outlook in a collaborative, cloud-supported environment utilizing shared file space and shared calendars, including familiarity with creating and responding to meeting requests.

Required Skill/Ability 5:

References must indicate reliable attendance and punctuality, accuracy and attention to detail, ability to organize own work, ability to work effectively with others, and diligent performance.

Preferred Education, Experience and Skills:

  1. in Library Acquisitions or other Technical Services area.
  2. Demonstrated skill in using an Interlibrary Loan System and/or Reserves Management System (such as ILLiad and Ares).
  3. Demonstrated proficiency with digital scanning of library material.

Physical Requirements

Ability to push book trucks, carry heavy volumes, reach high shelves, climb ladders, work in locations with dust, and stand or sit for long periods of time.  Ability to assist in transporting library materials to other buildings.

Evening Hours Required: Yes

Drug Screen: No

Health Screening: No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:

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