Reader Services and Administrative Assistant

Department

About the Department

Job Information

Job Summary:

Under the direction of the Public Services Supervisor, and following Special Collections Research Center’s (SCRC) guidelines, the Reader Services and Administrative Assistant (RSAA) performs both a broad range of complex library tasks and administrative support duties. This position shares responsibility for staffing the SCRC circulation desk and oversees circulation and use of materials in the Reading Room. This position applies specialized technical and bibliographic skills and/or subject knowledge to support access to the collections. The RSAA provides administrative support for the Director of Special Collections, and for Center-wide activities.

Responsibilities:

• Reader Services Support
  • Shares responsibility with the 2nd Reader Services & Administrative Assistant for welcoming and providing preliminary orientation to Special Collections classes, researchers, and visitors.
  • Registers new researchers and assists with setting up new Aeon user accounts, explains guidelines for use of Special Collections materials.
  • Shares responsibility with the 2nd Reader Services & Administrative Assistant for prompt and accurate circulation of materials in the reading room, including transactions with readers, and routing items for holds, preservation attention, and reshelving; as well as for all associated record-keeping.
  • Shares responsibility with the 2nd Reader Services & Administrative Assistant for oversight of the Special Collections reading room and all public areas on the first floor of the department, monitors circulation of materials and people within these spaces.
  • Responds to onsite and remote PDF scan requests through LibAnswers as assigned.
  • Shares responsibility with the 2nd Reader Services & Administrative Assistant for referring onsite and remote reference queries to the Center's Reader Services Librarian and other staff members.
  • Serves as back up for paging duties.
  • Works Tuesday and Wednesday evenings in rotation with other staff.

• Administrative Support
  • Answers the main telephone; sorts and routes mail.
  • Maintains select pages on the Center’s public website and the Library intranet, Loop.
  • Maintains the Center’s paper files.
  • Manages applications and correspondence for Platzman Fellowship; maintains spreadsheets and administrative information about each cohort of Fellows; provides assistance with arrangements for on-site visits by Fellows.
  • Provides support for events hosted in SCRC, including liaising with event contact person, handling catering, and facilitating room setup with Library Building Services.
  • Manages correspondence and related administrative support for the SCRC Director.
  • Produces and distributes documents and reports including the annual reports for the department and division.
  • Maintains and compiles select SCRC reader services statistics.
  • Serves as the SCRC contact within the Library and the University for supplies and office equipment.
  • Performs additional duties as assigned.

Competencies:

• Manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, staff, faculty, students, and others; communicate effectively in English, both orally and in writing; identify priorities; recognize and resolve or refer problems; work effectively with supervisor and as a part of a team; and use or learn a range of position-related software applications.
• Demonstrated ability to read and interpret complex documentation required.
• Demonstrated strong organization skills and attention to detail and accuracy, with the ability to sustain attention to detail over long stretches of time, required.
• Demonstrated ability to handle confidential information and materials with discretion required.
• Demonstrated ability to manage contacts with a wide variety of researchers and visitors, in person and by telephone, with diplomacy, respect, and discretion required.
• Demonstrated flexibility and ability to handle multiple priorities and meet deadlines required.
• Demonstrated ability to work well with other staff members required.
• Demonstrated sound judgment and effective, independent problem-solving and decision-making skills required.
• Demonstrated critical thinking and analytical skills required.

Additional Responsibilities

Education, Experience, or Certifications:

Education:

• High School Diploma from an accredited institution required.
• Bachelor’s Degree from an accredited institution preferred.

Experience:

• Demonstrated successful public services experience in a high-volume, customer service-oriented environment required.
• Demonstrated experience working in a special collections, archives, or museum environment preferred.
• Demonstrated experience with ensuring the security and proper handling of rare and fragile materials required.
• Demonstrated experience explaining and enforcing policies in an environment with sensitive and fragile materials required.
• Experience conducting in-depth academic research at college level preferred.

Technical Knowledge and Skills:

• Knowledge of relevant databases (i.e. structure, index, record formats), content and operation conventions (searching and data manipulation commands) required.
• Knowledge of library collections, resources, and access tools required.
• Demonstrated understanding of the academic research process required.
• Demonstrated proficiency with e-mail and desktop applications including Windows, Microsoft Office required.
• Web authoring experience preferred.

Working Conditions and Physical Requirements:

• Office environment.
• Ability to handle rare and fragile materials in a safe and sensitive manner.
• Ability to lift and move up to 50lbs.
• Ability to tolerate moderate levels of dust and odor.
• Ability to hear, including making fine discriminations in sound.
• Ability to see, including color, depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
• Effective audio-visual discrimination and perception.
• Ability to sit for 4 hours or more.
• Ability to use computers extensively for 4 hours or more.
• Ability to make repetitive wrist, hand, or finger movements.
• Ability to operate equipment necessary to perform job.
• Ability to Use Standard Work Station Equipment.
• Ability to Use Standard Office Equipment.

Pay Range:

• $20.69 - $30.29 per hour

Required Documents:

• Resume

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility​

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Pay Rate Type

Pay Range

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Scheduled Weekly Hours

Union

Job is Exempt

Drug Test Required

Health Screen Required

Motor Vehicle Record Inquiry Required

Posting Date

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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