Research Services Operations Coordinator - Boston

Under the direction of the Manager, Resources and Systems, the Research Services Operations Coordinator works primarily with the Resources team to ensure the catalog of resources is comprehensive, accurate, and easily accessible, and to ensure department operational success in a timely, proactive manner. The Coordinator also has a secondary role in supporting the Reference team on an as-needed basis. Reference tasks may include article ordering and document retrieval, interlibrary loan (ILL), and other basic research tasks under appropriate supervision.

Collection Management and Technology Systems

Assists with acquisitions, cataloging, serial controls, filing, and other collection/resource maintenance tasks for print and electronic resources across offices; ensures accuracy of all systems and data.

Maintains department publisher and vendor records, and documents vendor communications in shared work spaces (i.e. Microsoft Outlook; iManage; SharePoint)

Assists in reviewing, reconciling, and preparing invoices for approval and payment; flags discrepancies and suggests cost-saving options.

Assists in maintaining routing lists and prepares current awareness materials for distribution.

Assists with onboarding by adding records to library systems, creating new user accounts for research solutions, and with offboarding by updating routing lists and ILS records.

Maintains data in password, membership, and license documents following procedures set by senior staff.

Maintains awareness of firm software solutions (e.g., Chrome River, Visa Works) and helps report issues; serves as backup to senior resources staff as needed.

Helps review and edit Research Services content on the SharePoint Intranet to ensure accuracy and usefulness; collaborates with analysts, practice groups, and IT as directed.

Supports the outsourced filing company by distributing filing and providing classification numbers; performs periodic checks to confirm that office copy looseleaf services are accurately maintained and labeled.

Research and Reference Support

Assists with article ordering, interlibrary loan (ILL), and document retrieval; tracks requests and maintains records.

Performs basic legal and business research using print and electronic resources under the direction of senior staff; presents results using department branding and templates.

Helps set up and track current awareness assignments and alerts; supports due diligence and business intelligence basics.

Participates in reconciliation and processing of research-related charges and invoices.

Orientation, Training and Knowledge Sharing

Assists with the development of orientation and training materials and supports formal orientation/training sessions.

Provides on-demand training in the use of print or electronic resources where proficiency is evident.

Helps develop content for the intranet and other knowledge-sharing platforms; prepares simple Research Guides and Spotlight documents.

Continuing Education and Communication

Maintains current knowledge of developments in library technologies and ILS modules used on a regular basis.

Actively participates in team and department meetings; communicates clearly and courteously with patrons and staff.

Establishes relationships with vendor representatives appropriate to role and takes advantage of training on research products.

Other Duties

Participates in special projects as assigned.

Conducts business in compliance with the Firm copyright and licensing policy.

Assists with the general maintenance of the collection as needed by reshelving and participating in office searches and other efforts to maintain the collection.

Education, Experience and Skills Required:

Education

Bachelor's degree required.

Master of Library Science (ALA-accredited) or equivalent coursework preferred.

Experience

1 - 3 years' experience in a law firm, corporate library, or academic library is strongly preferred. Internships and Co-op jobs may be applicable.

Knowledge and Skills Required

Possess excellent written and verbal communication skills.

Strong organizational and administrative skills.

Excellent attention to detail and ability to execute through to completion.

Creative problem solving skills, reasoning ability, and logical thought process.

Ability to work under pressure, prioritize competing demands, and meet various deadlines.

Demonstrated ability to professionally interact and collaborate with colleagues at all levels.

Ability to work independently and as part of a team.

Outstanding sense of customer service.

Enthusiastic, proactive, and positive attitude.

Ability to handle confidential matters with discretion.

Must be self-motivated to produce quality work.

High level of integrity and honesty.

Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.

Flexibility to work overtime when necessary.

This job description is a general description of the types of responsibilities…