Technical Services Assistant, Santa Clara University

Santa Clara University
Position Title: Technical Services Assistant
Department: University Library
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FLSA Status: Non-Exempt
Standard Hours (hours per week): 40

Hiring Range: $20.65 – $23.74 per hour
Close Date: 06/16/2017

Position Purpose
This position is responsible for processing all invoices being paid from the Library’s acquisitions budget, as well as supervising and training student assistants, and overseeing the Library’s print serials and bindery processes.

Essential Duties and Responsibilities

  • Serials and standing orders processing (35%)
    • Identify new titles and title changes as they are received; assist the Head of Electronic Resources & Serials and/or the Head of Cataloging in maintaining serials records in the library catalog(s)
    • Work with bindery for materials we continue to bind: selected, at-risk periodicals; theses; selected government documents
    • Maintain second floor serials and shelf list
    • Take a leadership role in compiling print usage of continuing resources for serials and standing order renewal and assessment processes
    • Process and route mail that student employees cannot process
  • Student supervision (15%)
    • Supervise and train students in the physical processing of newly received library materials, government document sorting, and receiving and sorting of daily mail
    • Work with other Technical Services staff to assign further duties to student employees as needed by the department
  • Processing invoices for payment (40%)
    • Process invoices for payment from vendors and publishers in the Library’s integrated library system (Sierra)
    • Export voucher information from Sierra and import it into the university’s financial system (PeopleSoft)
    • As needed, reconcile these two systems with each other and with financial statements from vendors, ensuring that the library is in compliance with financial standards as defined by the University Finance Office
    • Resolve discrepancies between the library and vendors/publishers or the University Finance Office
    • Research, update, and create vendor records in Sierra to match with vendor invoices and PeopleSoft vendor records
    • Keep abreast with financial accounting audit standards and recommend changes in policies and procedures accordingly
  • Reporting on financial activities (5%)
    • Prepare detailed reports of financial activities (using Sierra and/or PeopeSoft) for the Associate University Librarians, the subject librarians, and others as needed
  • Other duties as assigned (5%)


  1. Recommends initiatives and implements changes to improve quality and services.
  2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
  3. Creates documentation for all procedures related to the position and updates documentation as needed.
  4. Maintains contact with (internal) customers and solicits feedback for improved services.
  5. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
  6. Prepares progress reports; informs supervisor of project status; and deviation from goals.
  7. Ensures completeness, accuracy and timeliness of all operational functions.
  8. Develops and implements guidelines to support the functions of the unit.
  9. Provides Work Direction
  10. Multiple student employees working on disparate technical services tasks.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Physical Demands
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

  • Considerable time is spent at a desk using a computer terminal.
  • May be required to travel to other buildings on the campus.
  • May be required to attend conference and training sessions within Bay Area or in- or out­ of-state locations.

Work Environment

  • The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
  • Typical office and computer lab environment.
  • Mostly indoor office environment with windows.


  • Knowledge of financial systems and databases
  • Some understanding of cataloging and/or MARC (Machine Readable Cataloging) records


  • Strong attention to detail
  • Demonstrated aptitude for working in a technical services role and/or in an academic library
  • Demonstrated aptitude for managing and inspiring part-time employees to achieve their personal best
  • Demonstrated experience at workflow optimization


  • An ability to balance competing priorities

Education and/or Experience
Bachelor’s degree and/or two years of relevant experience.

EEO Statement
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity or expression, age, status as a protected veteran, status as a qualified individual with a disability, or other protected category in accordance with applicable law. The University will provide reasonable accommodations to individuals with a disability.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in California’s Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master’s, Ph.D., and law degrees.

Santa Clara University does not sponsor work visas for staff positions. If hired, individuals must independently provide proof of their eligibility to work in the United States.

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