The Knowledge Access and Resource Management Department in Libraries at West Virginia University is seeking applications for a Program Assistant II.

About the Opportunity

Provides support to the Ordering & Receiving unit at WVU Libraries under the supervision of the Manager of the unit. The staff member is primarily responsible for student worker supervision and student worker project management for the KARM department. They will perform copy cataloging, and coordination of gift processing workflows, and database maintenance support in the library management system.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week.
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year
  (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

PAY GRADE: 13

What you’ll do:

Student Worker Supervision - 45%

• Hires, schedules, disciplines, and develops a budget for 8-10 student assistants in the department. Responsible for training of students specializing in departmental daily receiving/processing tasks (newspapers, periodicals, monographs, labeling, etc.), project workflows, and the Library’s Management system, WorldCat Management System (WMS).
• Responsible for all aspects of the hiring process for student workers, including advertising jobs for the department on the online website of the WVU Office of Student Employment
• Responsible for the student budget and the tracking of each student’s work study funds or non-sal spending. Prepares an annual budget request for non-sal student employees based on department needs, salary of different student employees, and minimum wage. Provides budget oversight for approximately $13,000.00 of non-salaried hourly funds and $18,000 in Federal Work Study funds. Processes payroll in MAPTIME for all student employees in the department.
• Oversees and coordinates student projects for all three units (Ordering & Receiving, Metadata Services, and Electronic Resources of the Knowledge, Access, and Resource Management (KARM) department), assigns student tasks, monitors, and tracks the progress of these projects, and reports project milestones to the supervisor or project lead.

Gift Processing – 35%

• Corresponds and coordinates with WVU Library donors, answers questions regarding our gift policies. Arranges donation date/time with donor for medium-large gift donations (20+ boxes)
• Physically accepts all gift donations for all WVU library locations; manages and organizes KARM’s gift space for incoming donations, collections, and materials.
• Coordinates gift processing for all library branch locations in Morgantown. Determining if library branches already own the material, sorting the materials for subject librarians’ review for inclusion or not into the library’s collection.
• Communicates with subject librarians on final decisions and determines branch and stack’s locations.
• Processes gift materials that are not suitable for the library’s collection for other organizations, including our divisional campuses (Potomac and Beckley); our book reseller, Better World Books; the Appalachian Prison Book Project; the West Virginia Library Commission; or recycling with WVU’s Office of Sustainability. Coordinates delivery or pick up of gift materials with these organizations.
• Completes cataloging of materials approved by subject librarians for inclusion into the library’s collection. Identifies records for library use in the OCLC cooperative bibliographic database. Updates records in the OCLC cooperative bibliographic database as necessary to meet national cataloging standards as determined by subject specialists and metadata librarians.

Physical Processing – 10%

• Oversees incoming/outgoing mail for unit. Opens and sorts all incoming packages and tends to all materials that will be sent in outgoing mail/courier to other library locations.
• Maintains end processing duties for materials that are not shelf ready when students are not available.

Library Operations – 10%

• Manages and submits supply orders for the three Units in the KARM department..
• Maintains monthly statistics and information on ordering and receiving processes, gifts, and projects/student projects.
• Provides support to other staff members of the unit to assist in completion of unusually heavy workloads at various points in the year.
• Participates in department and library wide meetings and training sessions.
• Serves on appropriate interdepartmental committees as a KARM representative.

• Bachelor’s degree in related field or equivalent combination of experience and education.
• A minimum of six months experience involving:
  • Academic library technical service operation.
  • Supervision

Skills

• Strong organizational skills, ability to manage multiple workflows for continuing resources receiving various for various library branches.
• Basic knowledge of bibliographic records and MARC format.
• Excellent computer skills; must be proficient in the use of e-mail, Microsoft Word, and Microsoft Excel.

Attributes

• Excellent interpersonal skills and excellent customer service skills are required.
• A high degree of oral and written communication skills and critical thinking skills are required.
• Must be able to work reliably within strict confidentiality guidelines.
• Must be able to establish priorities and amend duties as needed.
• Must be able to work independently and use sound judgement
• Ability to work effectively and constructively in a team environment with other technical support staff
• Must be able to reprioritize and adapt to changes in work environment, and contribute new ideas and approaches as changes arise

• Lift 40 lbs. – Daily
• Sit and stand for long hours at a time - Daily

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley — the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU’s academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.