Library Assistant, Chemistry and Dental Libraries

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Library Assistant, Chemistry and Dental Libraries

Job Profile Title

Library Assistant I

Job Description Summary

About the Penn Libraries

The Penn Libraries provides a network of information resources and knowledge services that are vital to teaching, research, and learning at the University of Pennsylvania. This network includes 19 physical libraries, recognized for their collections, and a digital library known for innovation and richness of content. Through dynamic programming and exhibitions, and through the acquisition and preservation of literary and artistic artifacts, the Penn Libraries documents a wealth of social and historical periods, bringing scholarship to life at the University and in the various communities it serves.

The Chemistry and Dental Libraries seek a service- and solution-oriented Library Assistant (LA). The LA works in both library locations, with the division of time determined by the two units' librarians. The primary areas of responsibility are patron and access services and collection maintenance. Specific responsibilities may differ between units based on each location's needs, policies, processes, and workflows. The LA frequently interacts with patrons at the service desk in this public-facing position. The LA works closely with other library units, including assisting with emergency staffing in other libraries within the working cluster. The LA must be flexible and dependable, as patron and staffing needs cause work to quickly change and necessitate switching between library locations on very short notice.

This is a full-time, on-campus only bargaining unit position represented by a labor union. Regular hours are Monday through Friday, 9 a.m. to 5 p.m.; hours may change with operational needs. Regular schedules at each location are established by the heads of the libraries, in consultation with the LA, at the time of hiring and are confirmed or modified each semester.

Job Description

Responsibilities:

Patron and Access Services

• Assist staffing the Chemistry and Dental Libraries and coordinate coverage to ensure daily services and operations remain uninterrupted without supervisor intervention, including moving between library locations on short notice.
• At the request of the supervisor, temporarily assist with Library Specialist responsibilities to meet library operational needs, including supervising student assistants.
• Assist in managing access services and service points. Perform tasks related to the circulation of library materials, including troubleshooting, renewing, recalling, and placing requests on behalf of patrons.
• Regularly monitor email accounts, library systems queues, and other designated communication platforms throughout the day to promptly respond to communications and complete tasks. Process resource sharing and other requests, including retrieving, scanning, and uploading materials.
• Promptly address questions and resolve issues for patrons by phone, in-person, and email, including performing ready-reference, locating materials, accessing online resources, and using library equipment. Refer inquiries to appropriate parties as needed.

Collections

• Manage course reserves services in a primary or secondary capacity depending on library location needs.
• Maintain accurate order and inventory of library materials by performing ongoing collection maintenance tasks. At the request of the bibliographer, design and implement shifts and inventory projects, working with the student supervisor to direct student involvement.
• Manage book and current periodicals displays, preparing new items, removing older items, and maintaining a neat and orderly appearance. Prepare periodicals for binding. Identify and process damaged materials for preservation.
• Regularly monitor and track status of library materials, including on order, in process, in transit, and missing items.
• Proactively identify, troubleshoot, and report bibliographic record issues and follow up as needed.  

Operations and Facilities

• Perform operational duties for physical library locations, such as opening and closing the library. Communicate and enforce policies regarding the use of library facilities and resources.
• Proactively resolve or report technology and facilities issues to appropriate parties; take reasonable interim action to minimize their impact; and follow up until they get resolved.
• Under the direction of the supervisor, compile and analyze library data and produce reports. Create clear and attractive library signage for events, services, and facilities.
• Assist with special events and facilities projects, which can include event planning, project coordination, and preparing and resetting of library space.
• Order and maintain office supplies. Check mailrooms for mail.
• Attend all relevant meetings at the request of the supervisor.

Other duties and responsibilities as assigned.

Qualifications:

Required

• High school diploma or GED and 1-2 years of experience, or equivalent combination of education and experience, are required.
• Flexibility to switch tasks and locations on very short notice.
• Ability to work independently and to prioritize project work and ongoing duties.
• Ability to work collegially and collaboratively with other members of staff both within and outside the immediate units.
• Demonstrated experience providing public services to varied user communities.
• Strong verbal and written communication skills, excellent interpersonal skills, attention to detail, and dependability.
• Ability to perform operational duties for a physical library location, such as opening and closing procedures, reporting facility issues, and communicating policies to patrons.
• Intermediate experience with Microsoft Office applications, particularly Word and Excel, and willingness to learn new technologies and skills independently.

Preferred

• Demonstrated experience with online library catalogs, interlibrary loan systems, and back-end library management systems.
• Experience maintaining and shifting library collections.
• Experience managing course reserves.
• Familiarity with Adobe Acrobat, Photoshop, or other desktop publishing applications.

 

Application Requirement
A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

**Please note that this position is a bargaining unit position represented by a labor union. Job related responsibilities, duties, qualifications, and compensation associated with this position are determined by a collective bargaining agreement.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

University Library

Pay Range

$32.98 - $32.98 Hourly Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay