Electronic Resources Assistant, Santa Clara University

Santa Clara University

Position Title: Electronic Resources Assistant
Department: University Library
Apply at: https://jobs.scu.edu/postings/5898

FLSA Status: Non-Exempt
Standard Hours (hours per week): 40

Hiring Range: $20.65 – $23.74 hourly
Close Date 06/12/2017

Position Purpose
The Electronic Resources Assistant will assist with the management of electronic resources including troubleshooting access issues, keeping accurate and consistent records of library subscriptions, tracking and processing acquisitions and renewals, and batch loading data from multiple sources. The successful candidate will be dedicated to responsive, timely, and proactive service; have a keen eye for accuracy; and function well in a dynamic, rapidly changing environment.

Essential Duties and Responsibilities

  • Resolving access issues (25%)
    • Acts as the first point of contact for electronic resource access issues and communicates responses to access issues promptly
    • Proactively troubleshoots, resolves, and escalates on- and off-campus access issues
    • Communicates with staff regarding platform migrations and other notable changes to electronic resources
  • Keeping accurate and consistent records (50%)
    • Takes a leadership role in maintaining and updating links to all electronic resources within the library catalog, discovery service, and journal finder
    • Maintains currency of electronic resource management (ERM) records, including updating administrative credentials and vendor contact information as needed
    • Manages batch editing and loading of bibliographic (MARC) records from external sources
    • Compiles usage statistics for electronic resources
    • Keeps procedures updated and documents new procedures as needed
    • Updates print and electronic holdings for our interlibrary loan consortium system (RapidILL)
  • Processing acquisitions, renewals, and cancellations (25%)
    • Processes and tracks streaming video requests from faculty and librarians
    • Communicates with vendors to set up trials, request price quotes, and gather necessary information for the connection of new electronic resource subscriptions
    • Working under the direction of the Head of Electronic Resources and Serials, processes renewal decisions. This includes editing order records and working closely with representatives from our primary serials agent (EBSCO) and our consortium (SCELC}
  • Other duties as assigned.


  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. Maintains contact with both internal and external customers and solicits feedback for improved services
  4. Maximizes productivity through use of appropriate tools, planned training, and performance initiatives
  5. Keeps supervisor updated on project status and deviation from goals. Strives to ensure completeness, accuracy and timeliness of all operational functions
  6. Develops and implements guidelines to support the functions of the unit

Provides Work Direction

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 library and office environment.
  • Mostly indoor office environment with windows.

A strong working knowledge of how component parts of electronic access work together, including patron identity verification, proxy servers, and database aggregators


  • Experience and aptitude for troubleshooting electronic access issues, including an ability to explain to other library employees how to conduct simple troubleshooting themselves
  • Demonstrated customer support and/or troubleshooting experience
  • Experience maintaining records in an Integrated Library System (ILS), preferably records for electronic journals and/or electronic resources
  • Advanced knowledge of spreadsheet formulas and functions


  • Demonstrated ability to successfully manage conflicting priorities in workload

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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