Collections Services Assistant
University of Florida
Job Description
CLASSIFICATION: Library Assistant
3 REPORTS TO: Collections Services Manager, Library West
SALARY: $17.23 minimum hourly rate; The Smathers Libraries offer a salary commensurate with experience and credentials.
The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development and worklife support.
Learn more.
JOB NUMBER: 535224 (Apply online)
DEADLINE DATE: March 31, 2025 - applications will be reviewed as received
JOB SUMMARY
The George A. Smathers Libraries at the University of Florida seeks an adaptable and service-oriented Collections Services Assistant for the Library West branch. This position provides support at Library West for stacks management and with daily library operations. Responsibilities also include monitoring unit supplies and inventory and reporting building and facilities issues. The Collections Services Assistant is expected to maintain a strong working knowledge of ongoing projects and timelines and to bring any issues with materials, space, and capacity to the attention of supervisors and librarians.
RESPONSIBILITIES
Stacks Management
• Facilitates shelving of library materials and issues dealing with the physical nature of the stacks, such as relabeling books, routing items to preservation, updating shelf range markers, dusting shelves, and vacuuming floors and shelving tracks.
• Creates shelving, sweeping, reading, measuring, and shifting assignments for student staff. Expedites sorting and re-shelving of new and returned material; trains staff to distinguish library collections and to ensure all items are shelved accurately.
• Monitors status and order of stack shelving, and occurrence of mis-shelved items on a daily basis; prioritizes call number ranges for shelf-reading.
• Identifies and corrects errors with physical labeling of material and with item and holding records, as appropriate; refers issues with new acquisitions or existing materials to supervisor and Libraries departments as needed.
Collections Data Management
• Gathers and compiles data required by the Collections Services Manager for use in reporting and planning activities. Maintains concise record management. Under the guidance of Collections Services Manager, assists with completing and submitting the space allocation survey for the branch.
• Helps with projects for resource evaluation by retrieving and compiling usage reports from the integrated library system and other sources and library departments, in addition to compiling feedback from branch selectors.
• Completes systematic measurement of library collections by use of mobile computer workstations.
Unit Responsibilities
• Responsible for daily monitoring of unit shared email box and providing timely and accurate responses to requests received.
• Identifies and routes damaged materials for treatment; manages any binding and preservation needs for Library West materials.
• Assists with supervision of student and OPS staff members relating to areas of primary job responsibility, such as training on organization and shelving of Library West materials.
• Participates in the processing and measurement of all new materials received and rush requests, including materials for the library’s
subscription-based recreational reading collection.
Branch Operations Assistance
• Monitors and completes monthly inventory of unit supplies. Investigates costs and options for purchase and submits orders. Maintains accurate records of all shipments and deliveries.
• Performs weekly building walk-throughs to identify and anticipate facilities-related issues and reports these to branch supervisors. Submits service and work orders and follows up on maintenance problems and repairs. Advises Libraries Facilities Department, Libraries Technology Services, and/or UF Academic Technology of environmental or fire safety issues.
• Works with Night & Weekend Supervisor to ensure effective handling of building issues and to assist Building Emergency Coordinators. Attends periodic meetings and training workshops and helps communicate updates to emergency procedures to the branch.
Other Duties and Expectations
• Contributes to documentation of unit and departmental policies and procedures.
• Advances professional development by attending training and development workshops/classes and other job enrichment opportunities.
• Serves on committees as appointed.
• Other duties as assigned.
QUALIFICATIONS
We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.
Required:
High School diploma or equivalent and three years of library or relevant experience; or an Associate’s degree and one year of relevant experience; or any equivalent combination of experience, training, and/or education.
Preferred:
• Commitment to contributing to a respectful and caring community for all. Skilled at fostering teamwork among others and the ability to interact and collaborate effectively with colleagues and library users.
• Detail orientation and ability to check own work for accuracy. Demonstrated ability to plan, organize, and coordinate work assignments and projects involving deadlines and interruptions. Excellent problem-solving and time-management skills.
• Customer service experience in a high-traffic, public context. Knowledge of library operations based on previous work, volunteer or personal use.
• Strong oral and written communication skills and ability to transfer and communicate information in a variety of accessible methods.
• Sound judgment in interpreting established policies and the ability to refer problems to higher supervision when appropriate.
• Flexibility and ability to adapt and work in a rapidly changing academic environment; commitment to continual professional development.
• Excellent computer skills, including experience with Microsoft software and MS Teams or similar collaborative or productivity applications; familiarity with integrated library systems, such as Alma.
MARSTON SCIENCE LIBRARY
The Marston Science Library, named for Robert Q. Marston, the seventh president of the University of Florida, houses collections in agriculture, life sciences, engineering, physical sciences, mathematics, and environmental sciences. With over 2,000 seats, Marston experiences more than 2.1 million visitors per year and supports the teaching and research needs of 42 STEM departments across campus. Although the collections and reference services at Marston are focused on STEM disciplines, Marston is the most visited library on campus and is a hub of undergraduate student life across all majors. Marston has 10 library faculty and 13 staff that support a highly collaborative environment that offers an array of services, including 3D printing and the Marston Makerspace. Marston spearheads initiatives related to technology accessibility and actively works to develop partnerships with student organizations.
UNIVERSITY OF FLORIDA LIBRARIES
The libraries at the University of Florida form the largest academic information resource system in the state of Florida with seven libraries and two off-campus facilities. The George A. Smathers Libraries are comprised of six campus libraries and off-site facilities. In addition to this system, the Lawton Chiles Legal Information Center is part of the Levin College of Law. The Libraries hold over 6.27 million print volumes, 1.5 million e-books, over 197,000 full-text journals, over 1000 electronic databases, 1.3 million documents, and 1.4 million maps and images. Distinctive holdings include the Isser and Rae Price Library of Judaica, Latin American and Caribbean Collection, Baldwin Library of Historical Children’s Literature and the P.K. Yonge Library of Florida History. The Libraries maintain partnerships and participate in a variety of collaborative, international projects while engaging with the UF community. We are a member of the Association of Research Libraries (ARL) and other regional library consortia.
The library staff consists of more than 300 FTE librarians, technical/clerical staff and student assistants. The George A. Smathers Libraries are strong advocates for inclusion and intellectual freedom. The Libraries’ commitment to both is articulated in the Inclusion and Intellectual Freedom Statements. Support for professional development is central to the Smathers Libraries. Supports include a formal mentoring program, a robust training program, release time for research and professional service, a comprehensive grants program, and funding for professional development travel.
LIBRARIES LAND ACKNOWLEDGMENT
The Smathers Libraries acknowledge that the main (Gainesville) campus of the University of Florida is located in the ancestral territory of the Potano and later the Seminole peoples. The Smathers Libraries acknowledge its obligation to honor the past, present, and future Native residents and cultures of Florida.
THE UNIVERSITY OF FLORIDA
The University of Florida (UF) was named the #1 public university in the country by the Wall Street Journal in its “2024 Best Colleges in the US” report and is also currently among the “Top Ten Public Universities” in the U.S. News and World Report and seventh in Forbes “Colleges that Deliver a High Bang for Your Tuition Buck” (2023). The University of Florida (UF) is the state of Florida’s preeminent university, as well as the state's oldest and most comprehensive university. UF is among the nation's most academically diverse public universities and is one of only 17 public, land-grant universities that belong to the Association of American Universities. UF has 16 academic colleges offering a variety established programs for students seeking to earn undergraduate and graduate degrees. In addition to attracting over $1.25 billion in research expenditures last year, UF Faculty foster a uniquely collaborative environment that transforms potential into actual results. UF is one of the largest universities in the nation, with more than 60,000 students. A snapshot of the student body diversity statistics is available online from UF Institutional Planning and Research. Learn more about the University of Florida and what makes us great.
BENEFITS
University benefits for this position include retirement plan options, insurance benefits, paid family leave (parental and medical), tuition fee waiver program, and employee assistance program, as well as paid time off and holidays. Gainesville, Florida, has no state or local income tax.
AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY
The University of Florida is an equal employment employer and is committed to non-discrimination with respect to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs. We’re committed to attracting, hiring, and retaining top talent by valuing diversity of thought, skill, and experience. As an equal opportunity employer, we believe in fostering environments where team members feel included, valued for their differences, and empowered to do their best work. The University of Florida is a public institution and subject to all requirement under the Florida Sunshine and Public Records laws.
If an accommodation due to a hearing or speech disability is needed to apply for this position, please call 352-392-2477 University of Florida Human Resources or the Florida Relay System at 800-955-8771 (TDD).
GAINESVILLE COMMUNITY
Gainesville and the surrounding community are home to approximately 280,000 people and both the University of Florida and Santa Fe College. Beautiful natural areas, including many spring-fed lakes and rivers, are a boon for outdoor adventurers. Museums, music festivals, and major performing arts institutions round out the community's rich cultural heritage. The city is just over an hour from the Gulf of Mexico and the Atlantic Ocean. Gainesville is an award winning and innovative city, friendly to both professionals and families. The Guide to Greater Gainesville combines award winning photography and compelling articles that capture all the reasons for calling Gainesville your next home. The City of Gainesville is a progressive municipality that seeks to promote racial equity. The area has numerous opportunities for participating in community athletics and is a haven for sports fans. Jacksonville, Orlando, Tampa, Tallahassee, and St. Augustine are all within a two-hour drive. An Equal Opportunity Institution
APPLICATION PROCESS
To apply, submit
• a cover letter detailing your interest in, and qualifications for this position
• your current resume or CV
• a list of three references including their contact information (telephone number and email address)
Apply by 11:55 pm (EST) on the application close date via the Jobs at UF online application system at Job Number 535224. Applicants will be reviewed as received. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.
3 REPORTS TO: Collections Services Manager, Library West
SALARY: $17.23 minimum hourly rate; The Smathers Libraries offer a salary commensurate with experience and credentials.
The University of Florida offers a competitive benefits package including health, retirement, paid time off, discount programs, professional development and worklife support.
Learn more.
JOB NUMBER: 535224 (Apply online)
DEADLINE DATE: March 31, 2025 - applications will be reviewed as received
JOB SUMMARY
The George A. Smathers Libraries at the University of Florida seeks an adaptable and service-oriented Collections Services Assistant for the Library West branch. This position provides support at Library West for stacks management and with daily library operations. Responsibilities also include monitoring unit supplies and inventory and reporting building and facilities issues. The Collections Services Assistant is expected to maintain a strong working knowledge of ongoing projects and timelines and to bring any issues with materials, space, and capacity to the attention of supervisors and librarians.
RESPONSIBILITIES
Stacks Management
• Facilitates shelving of library materials and issues dealing with the physical nature of the stacks, such as relabeling books, routing items to preservation, updating shelf range markers, dusting shelves, and vacuuming floors and shelving tracks.
• Creates shelving, sweeping, reading, measuring, and shifting assignments for student staff. Expedites sorting and re-shelving of new and returned material; trains staff to distinguish library collections and to ensure all items are shelved accurately.
• Monitors status and order of stack shelving, and occurrence of mis-shelved items on a daily basis; prioritizes call number ranges for shelf-reading.
• Identifies and corrects errors with physical labeling of material and with item and holding records, as appropriate; refers issues with new acquisitions or existing materials to supervisor and Libraries departments as needed.
Collections Data Management
• Gathers and compiles data required by the Collections Services Manager for use in reporting and planning activities. Maintains concise record management. Under the guidance of Collections Services Manager, assists with completing and submitting the space allocation survey for the branch.
• Helps with projects for resource evaluation by retrieving and compiling usage reports from the integrated library system and other sources and library departments, in addition to compiling feedback from branch selectors.
• Completes systematic measurement of library collections by use of mobile computer workstations.
Unit Responsibilities
• Responsible for daily monitoring of unit shared email box and providing timely and accurate responses to requests received.
• Identifies and routes damaged materials for treatment; manages any binding and preservation needs for Library West materials.
• Assists with supervision of student and OPS staff members relating to areas of primary job responsibility, such as training on organization and shelving of Library West materials.
• Participates in the processing and measurement of all new materials received and rush requests, including materials for the library’s
subscription-based recreational reading collection.
Branch Operations Assistance
• Monitors and completes monthly inventory of unit supplies. Investigates costs and options for purchase and submits orders. Maintains accurate records of all shipments and deliveries.
• Performs weekly building walk-throughs to identify and anticipate facilities-related issues and reports these to branch supervisors. Submits service and work orders and follows up on maintenance problems and repairs. Advises Libraries Facilities Department, Libraries Technology Services, and/or UF Academic Technology of environmental or fire safety issues.
• Works with Night & Weekend Supervisor to ensure effective handling of building issues and to assist Building Emergency Coordinators. Attends periodic meetings and training workshops and helps communicate updates to emergency procedures to the branch.
Other Duties and Expectations
• Contributes to documentation of unit and departmental policies and procedures.
• Advances professional development by attending training and development workshops/classes and other job enrichment opportunities.
• Serves on committees as appointed.
• Other duties as assigned.
QUALIFICATIONS
We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.
Required:
High School diploma or equivalent and three years of library or relevant experience; or an Associate’s degree and one year of relevant experience; or any equivalent combination of experience, training, and/or education.
Preferred:
• Commitment to contributing to a respectful and caring community for all. Skilled at fostering teamwork among others and the ability to interact and collaborate effectively with colleagues and library users.
• Detail orientation and ability to check own work for accuracy. Demonstrated ability to plan, organize, and coordinate work assignments and projects involving deadlines and interruptions. Excellent problem-solving and time-management skills.
• Customer service experience in a high-traffic, public context. Knowledge of library operations based on previous work, volunteer or personal use.
• Strong oral and written communication skills and ability to transfer and communicate information in a variety of accessible methods.
• Sound judgment in interpreting established policies and the ability to refer problems to higher supervision when appropriate.
• Flexibility and ability to adapt and work in a rapidly changing academic environment; commitment to continual professional development.
• Excellent computer skills, including experience with Microsoft software and MS Teams or similar collaborative or productivity applications; familiarity with integrated library systems, such as Alma.
MARSTON SCIENCE LIBRARY
The Marston Science Library, named for Robert Q. Marston, the seventh president of the University of Florida, houses collections in agriculture, life sciences, engineering, physical sciences, mathematics, and environmental sciences. With over 2,000 seats, Marston experiences more than 2.1 million visitors per year and supports the teaching and research needs of 42 STEM departments across campus. Although the collections and reference services at Marston are focused on STEM disciplines, Marston is the most visited library on campus and is a hub of undergraduate student life across all majors. Marston has 10 library faculty and 13 staff that support a highly collaborative environment that offers an array of services, including 3D printing and the Marston Makerspace. Marston spearheads initiatives related to technology accessibility and actively works to develop partnerships with student organizations.
UNIVERSITY OF FLORIDA LIBRARIES
The libraries at the University of Florida form the largest academic information resource system in the state of Florida with seven libraries and two off-campus facilities. The George A. Smathers Libraries are comprised of six campus libraries and off-site facilities. In addition to this system, the Lawton Chiles Legal Information Center is part of the Levin College of Law. The Libraries hold over 6.27 million print volumes, 1.5 million e-books, over 197,000 full-text journals, over 1000 electronic databases, 1.3 million documents, and 1.4 million maps and images. Distinctive holdings include the Isser and Rae Price Library of Judaica, Latin American and Caribbean Collection, Baldwin Library of Historical Children’s Literature and the P.K. Yonge Library of Florida History. The Libraries maintain partnerships and participate in a variety of collaborative, international projects while engaging with the UF community. We are a member of the Association of Research Libraries (ARL) and other regional library consortia.
The library staff consists of more than 300 FTE librarians, technical/clerical staff and student assistants. The George A. Smathers Libraries are strong advocates for inclusion and intellectual freedom. The Libraries’ commitment to both is articulated in the Inclusion and Intellectual Freedom Statements. Support for professional development is central to the Smathers Libraries. Supports include a formal mentoring program, a robust training program, release time for research and professional service, a comprehensive grants program, and funding for professional development travel.
LIBRARIES LAND ACKNOWLEDGMENT
The Smathers Libraries acknowledge that the main (Gainesville) campus of the University of Florida is located in the ancestral territory of the Potano and later the Seminole peoples. The Smathers Libraries acknowledge its obligation to honor the past, present, and future Native residents and cultures of Florida.
THE UNIVERSITY OF FLORIDA
The University of Florida (UF) was named the #1 public university in the country by the Wall Street Journal in its “2024 Best Colleges in the US” report and is also currently among the “Top Ten Public Universities” in the U.S. News and World Report and seventh in Forbes “Colleges that Deliver a High Bang for Your Tuition Buck” (2023). The University of Florida (UF) is the state of Florida’s preeminent university, as well as the state's oldest and most comprehensive university. UF is among the nation's most academically diverse public universities and is one of only 17 public, land-grant universities that belong to the Association of American Universities. UF has 16 academic colleges offering a variety established programs for students seeking to earn undergraduate and graduate degrees. In addition to attracting over $1.25 billion in research expenditures last year, UF Faculty foster a uniquely collaborative environment that transforms potential into actual results. UF is one of the largest universities in the nation, with more than 60,000 students. A snapshot of the student body diversity statistics is available online from UF Institutional Planning and Research. Learn more about the University of Florida and what makes us great.
BENEFITS
University benefits for this position include retirement plan options, insurance benefits, paid family leave (parental and medical), tuition fee waiver program, and employee assistance program, as well as paid time off and holidays. Gainesville, Florida, has no state or local income tax.
AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY
The University of Florida is an equal employment employer and is committed to non-discrimination with respect to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. These protections extend to all management practices and decisions, including recruitment and hiring, appraisal systems, promotions, training, and career development programs. We’re committed to attracting, hiring, and retaining top talent by valuing diversity of thought, skill, and experience. As an equal opportunity employer, we believe in fostering environments where team members feel included, valued for their differences, and empowered to do their best work. The University of Florida is a public institution and subject to all requirement under the Florida Sunshine and Public Records laws.
If an accommodation due to a hearing or speech disability is needed to apply for this position, please call 352-392-2477 University of Florida Human Resources or the Florida Relay System at 800-955-8771 (TDD).
GAINESVILLE COMMUNITY
Gainesville and the surrounding community are home to approximately 280,000 people and both the University of Florida and Santa Fe College. Beautiful natural areas, including many spring-fed lakes and rivers, are a boon for outdoor adventurers. Museums, music festivals, and major performing arts institutions round out the community's rich cultural heritage. The city is just over an hour from the Gulf of Mexico and the Atlantic Ocean. Gainesville is an award winning and innovative city, friendly to both professionals and families. The Guide to Greater Gainesville combines award winning photography and compelling articles that capture all the reasons for calling Gainesville your next home. The City of Gainesville is a progressive municipality that seeks to promote racial equity. The area has numerous opportunities for participating in community athletics and is a haven for sports fans. Jacksonville, Orlando, Tampa, Tallahassee, and St. Augustine are all within a two-hour drive. An Equal Opportunity Institution
APPLICATION PROCESS
To apply, submit
• a cover letter detailing your interest in, and qualifications for this position
• your current resume or CV
• a list of three references including their contact information (telephone number and email address)
Apply by 11:55 pm (EST) on the application close date via the Jobs at UF online application system at Job Number 535224. Applicants will be reviewed as received. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at tlitchfield@uflib.ufl.edu.
