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Interlibrary Loan Borrowing Processing Assistant

Interlibrary Loan Borrowing Processing Assistant

University of Chicago Library Job Location: Illinois Apply By: Open until filled Date Created: 07-30-2021

About the Department

As a center of intense intellectual inquiry, the University of Chicago Library aspires to be the most dynamic research and learning environment in the world, supporting the University’s commitment to research and teaching and to using its intellectual resources to help solve the world’s problems. Even as we continue to focus on building and preserving our renowned collections, the Library is assuming new roles that are vital to research, innovation, and learning at the University. In the process, we are leveraging the deep expertise of Library staff, developing services that support new avenues of research, and expanding access to and preservation of scholarly resources in ways that advance the goals of the University community and the needs of the next generation of scholars.

Job Information​

  • ILL Request Processing:
    • Processes client requests using ILLiad, Relais, and OLE systems.
    • Verifies citations in many languages using a wide variety of sources and sends requests to lending libraries via ILLiad.
    • Interacts directly with international libraries and requests hard-to-find materials via ALA email and international webforms.
    • Verifies citations in OVID, PubMed, and other medical databases and requests items via DOCLINE.
    • Searches online catalogs and databases for materials held in our collections.
    • Processes incoming and returning books, micro-formats, media, and other loans.
    • Posts scanned documents to clients’ ILLiad accounts.
  • Client Communications:
    • Shares departmental customer service duties with Processing Assistant counterpart, including:
      • Assists clients with the placing of Interlibrary Loan requests.
      • Answers general policy and procedure questions.
      • Applies or waives overdue fines.
      • Makes referrals as necessary.
      • Processes renewal requests.
      • Resolves overdue and recall notices from lending libraries.
  • Student Staff:
    • Helps introduce new employees to Library policies, procedures, programs, and equipment.
    • Directs and trains student employees in a range of simple library tasks, including the proper processing of borrowed materials for client use.
    • Monitors the processing of returned books, micro-formats, media, and other loans.
    • Answers student staff procedural questions.
  • Database Maintenance:
    • Corrects errors in interlibrary loan records, and manually updates interlibrary loan records as necessary.
  • Other:
    • Assists in the documenting of procedures and recommending changes in procedures and processes as necessary.
    • Analyzes and resolves problems; refers issues to supervisor as appropriate.
    • Helps monitor office supply stock.
    • Participates in training sessions related to job duties as needed.
    • Assists with ILL Shipping duties as needed.
    • Performs other duties as assigned.


  • Candidates must demonstrate the following 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 supervision and as a part of a team; use or learn a range of position-related software applications.
  • Demonstrated strong organizational skills and attention to detail and accuracy required.
  • Demonstrated ability to work independently and meet established departmental deadlines required.
  • Demonstrated ability to communicate clearly and concisely verbally and in writing, with excellent accuracy and attention to detail in written communications, required.
  • Demonstrated critical thinking and analytical skills required.
  • Ability to identify and act in accordance with departmental priorities, and to exercise discretion and sound judgment in the execution of all duties, required.
  • Demonstrated effective independent problem-solving and decision-making skills required.
  • Ability to effectively plan, prioritize, and complete work in a timely manner required.
  • Ability to read and interpret complex instructions required.
  • Ability to manage duties with flexibility and adaptability as office procedures, processes, and technology change required.

Additional Requirements​​

Education, Experience, and Certifications:


  • High School Diploma or equivalent required.
  • Bachelor’s Degree preferred.


  • Previous customer service experience in a high-volume library or related setting, required.
  • Related experience in a library or an equivalent combination of position-related education and experience, required.
  • Previous work experience performing library searches, including experience with advanced search techniques, preferred.

Technical Skills and Knowledge:

  • Working knowledge of library procedures, required.
  • Demonstrated proficiency in Microsoft Office products, including Word and Excel, required.
  • Strong keyboard skills, required.
  • Knowledge of standard reference sources, preferred.
  • Previous work experience with ILL software, highly preferred.
  • Reading knowledge of at least one (1) non-English language, highly preferred.

Working Conditions and Physical Requirements:

  • Office environment.
  • Ability to carry or lifts loads of up to 30 lbs.
  • Ability to push and pull loaded book trucks.
  • Ability to lift, bend, stoop, crouch, stretch, and reach.
  • Ability to see, including color, depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
  • 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.
  • Must be able to type at least 40 words per minute.

Pay Range: $16.90-$19.73

Required Documents:

  • Resume

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

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