Job Description

Job ID
UW Stout;Menomonie, WI
Full/Part Time


JOB TITLE: Interlibrary Loan and UW Resource Sharing Coordinator

UW TITLE: Library Services Assistant Series

DEPARTMENT: University Library



SALARY: Range $15.42 to $17.50 per hour

Position Summary:

The Interlibrary Loan and UW Resource Sharing Coordinator reports to the Head of Public Services and provides advanced support work in the Access Services department of the UW-Stout, University Library. This position assumes complete responsibility for all Interlibrary Loan (ILL) Borrowing and Lending services, either through the ILL network or the UW System Library Resource Sharing network. Serves as lead staff worker over ILL student workers with full responsibility in supervising and training in ILL and ensures that other library staff members are kept abreast of developments within ILL and Resource Sharing. This position also serves as the backup supervisor for circulation functions, which requires working at the Circulation Desk and may occasionally require working evening or weekend hours to ensure proper coverage of Circulation activities. Collaboratively participates in the hiring, training, and evaluation of Circulation student workers, and assists in advanced training when appropriate.


  1. BORROWING (30%): Operation of Interlibrary Loan and Resource Sharing to obtain off-campus library materials/information in order to supplement library holdings for UW-Stout faculty, staff and students.
  • Search, or oversee others who will search, appropriate bibliographic sources for verification of the existence of the item and the accuracy and completeness of its record in appropriate databases.
  • Ensure transmission of requests to appropriate lending libraries, commercial, or document delivery services via electronic means.
  • Purchase requested articles from publishers or document delivery services when the article is not available via ILL or would cost more via ILL.
  • Recommend items for library purchase if it is the timeliest and/or most cost- effective method to fill patron request.
  • Authorize and arrange payments when invoices arrive.
  • Maintain the copyright file to comply with the copyright law and ensure that the Copyright Clearance Center is paid on a timely basis.
  • Generate bills for Stout library patrons when there are charges related to borrowing ILL transactions.

B. LENDING (20%): Operation of Interlibrary Loan and Resource Sharing to lend UW-Stout materials as requested by other libraries.

  • Ensure transmission of requests to appropriate lending libraries via electronic or physical shipping methods as appropriate.
  • Contact libraries who are delinquent in returning materials, bill for unreturned materials.
  • Process returned loan items promptly return them to circulation.

C. ILL MANAGEMENT/ADMINISTRATION (15%): Lead daily Interlibrary Loan and Resource Sharing Operations.

  • Maintain software for ILL activities. Review existing policies and procedures and develop and refine new policies and procedures to ensure the unit operates efficiently.
  • Maintain accurate documentation for Purchasing Card use. Provide reports when requested.
  • Keep abreast of copyright developments and electronic license agreements to ensure compliance.
  • Provide email, phone and walk-in customer support for ILL and UWRS services.
  • Select, train, schedule, supervise, and evaluate ILL student assistants. Provide training and assistance, as needed, for students from other areas who may substitute for ILL student assistants in case of emergencies or absences.
  • Maintain up-to-date procedural manuals for Interlibrary Loan. Recommend changes to policies or procedures when statistics indicate a need for amendment.
  • Attend meetings, workshops, and committee meetings to keep abreast of changes in ILL policies and new technologies.

D. CIRCULATION SUPERVISION (30%): Oversee circulation activities and development of student assistant staff in cooperation with other Access Services staff.

  • May require some work outside of the normal 8:00am – 4:30pm workday to ensure coverage of the Circulation Desk in the absence of another supervisor or student manager. This may require opening and/or closing the library.
  • Serve as backup Circulation Desk supervisor. This includes answering patron questions and performing routine circulation activities including accepting payments for lost and missing materials. This requires knowing all Access Services policies and procedures and how to check out library materials and equipment check-over. Collaboratively share in the hiring, training, and evaluation of student assistants.
  • Participate in maintenance and upkeep of book, periodicals, and media stacks and inventory.
  • Assist with Open Reserve collection service and maintenance.


  • Serve as resource for other units and policy-making bodies of the library and campus.
  • Serve on library and campus committees as requested or elected.
  • Continue to gain general knowledge of library operations and best practices.
  • Maintain a high level of knowledge in a rapidly changing technology environment.
  • Attend workshops and other programs designed to enhance access services and supervisory performance.
  • Perform all other duties as assigned.


  • Minimum
    • Excellent verbal and written communication skills.
    • Customer service experience.
    • Ability to work independently
    • Ability to learn new procedures and tasks.
    • Experience working successfully in a team environment.
    • Attention to detail, proofreading and editing skills.
    • Working knowledge of desktop hardware and standard business software programs (e.g. word processing, spreadsheets, database) and the Internet.
  • Preferred
    • Associates degree in a related field.
    • Experience in a library or similar setting.
    • Experience in a higher education environment.
    • Ability to adapt to a rapidly changing environment

    • The University of Wisconsin-Stout offers a rich, dynamic and collaborative environment in which to work and grow. A member of the University of Wisconsin system, UW-Stout is unique within the system--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences and a solid liberal arts foundation.

UW-Stout offers 48 undergraduate and 26 graduate degrees, including two terminal degrees. Student enrollment is just over 9,500.

UW-Stout faculty enjoy opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry, and faculty are encouraged to maintain strong ties and seek collaborative projects within their disciplines and industries.

All students are issued laptops. Faculty use the university’s online course delivery system and must be available for online interactions and/or alternate time frames for teaching. Faculty members teach, advise students, conduct research, assess student learning and engage in service activities.

Menomonie, Wisconsin, is a town of 16,000 located in the beautiful Chippewa River Valley, 25 miles west of Eau Claire and 60 miles east of the Twin Cities of Minneapolis and Saint Paul.

More information about the UW-Stout community and region:

Facts and data about the university:


The normal work schedule for this position is 8:00 a.m. to 4:30 p.m. Monday through Friday, or a reasonable timeframe to cover business hours. Some travel is required for necessary meetings, workshops, conferences, etc. Occasional evening and/or weekend work is expected and will be assigned by the supervisor if needed. Most work is conducted in a standard office environment or the library stacks/service desk.

The starting salary range is $15.42 to $17.50 per hour. The hourly rate for this position is negotiable based on experience and available budget. A six-month probation is required. The UW System provides an excellent benefits package including participation in the Wisconsin State Retirement Plan to qualified applicants. Benefit details can be found at:

As an equal employment opportunity and affirmative action employer, UW-Stout is committed to inclusive excellence and is actively seeking applications from individuals from diverse groups; veterans and individuals with disabilities.

In compliance with the Wisconsin Fair Employment Act, employment will be contingent upon a criminal background check and authorization to work within the United States as required by the Immigration Reform and Control Act of 1986.

An offer of employment is contingent upon the final candidate passing a criminal background check and a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

For campus safety information and crime statistics visit:


Screening of applications will begin 1/13/2020 and may continue until the position is filled. To ensure consideration, complete applications must be submitted by 11:59 p.m. on 1/12/2020.

Your online application will not be considered complete until all required documents are attached, and all required fields are completed. Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Please be sure you have included the following documents:

- Cover letter specifically addressing how you meet the minimum and preferred qualifications

- Current resume

- Names and contact information for a minimum of three professional work references


Frequently asked questions (FAQs) about our online application system are available via:

It is the policy of UW-Stout to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

For question regarding this position or recruitment, please contact:

Search Chair: Cory Mitchell

Phone: 715-232-2363


If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Dawn Skovbroten

Phone: 715-232-2392


Job Family: Staff

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings may change in Spring 2020. Job duties and responsibilities will remain the same. For more information please visit: