Collections Assistant

On the foundation of faith, wisdom and trust in Providence, Our Lady of the Lake University (OLLU) prepares graduates to transform their communities, families and professions. OLLU, founded in 1895 by the Congregation of Divine Providence, is a coeducational comprehensive institution with an enrollment of more than 3,100 students. With its main residential campus in San Antonio and non-traditional programs in San Antonio, Houston, the Rio Grande Valley (La Feria), and online, OLLU has a presence in two of the largest cities in Texas, the border region, and literally around the world.
The University offers more than 30 undergraduate majors and minors, 14 master's programs and three doctoral programs through its College of Arts and Sciences, School of Business and Leadership, and the College of Professional Studies. OLLU offers classes in daytime, evening, weekend and online formats.

The Collections Assistant champions the library's commitment and mission to providing access to scholarly information resources through the acquisition, cataloging, and processing of materials in all formats. Under the direction of the Special Collections and Archives Librarian, the Collections Assistant manages acquisitions workflows, performs copy cataloging and record maintenance, and ensures materials are processed and prepared for discovery and circulation. The position also provides general technical services support, including print serials processing, deaccessioning, and systems/metadata projects in collaboration with the Electronic Resources & Systems Librarian and the Special Collections and Archives Librarian.

• Metric: Percentage of acquisitions orders and catalog records processed without errors and completed within established timelines.
• Why it Matters: Ensures that library users have prompt access to new materials, supports fiscal accountability, and maintains the accuracy of the catalog, which is essential for discovery and resource sharing.

• Metric: Successful coordination of student worker tasks, measured by quality of training, task completion rates, and reduced need for corrections.
• Why it Matters: Student workers play a critical role in processing and shelving; effective training and oversight maximize productivity, build student skills, and ensure library operations run smoothly.

• Metric: Completion of assigned weeding, deaccessioning, and inventory projects by agreed deadlines, with accurate reporting of statistics.
• Why it Matters: Supports strategic collection development, ensures space optimization, and provides reliable data for library planning and accreditation reporting.

• Order and receive library materials (books, periodicals, electronic resources, and media) in coordination with librarian selectors.
• Submit purchase orders and invoices through the university's financial systems, track fund balances, and communicate with Accounts Payable and vendors to resolve issues.
• Perform copy cataloging and record maintenance in the library's Integrated Library System (ILS) under the guidance of the Electronic Resources & Systems Librarian and the Special Collections & Archives Librarian.
• Oversee the physical processing of library materials and coordinate processing and shelving tasks with student workers.
• Process print serials, assist with catalog record withdrawals, and support deaccessioning/weeding workflows.
• Compile acquisitions, cataloging, and collection statistics for internal use and external reporting.
• Participate in library-wide projects involving metadata, systems, or collection management as assigned.

• Provide basic to intermediate reference assistance through the library's chat service during working hours.
• Serve as a backup for evening and weekend desk support as needed.
• Serve on library strategic planning working groups as needed.
• Perform all other duties as assigned by the Special Collections and Archives Librarian or the Director of the Library.

• Proficient technology competencies. Demonstrated ability to learn new systems and platforms
• Ability to problem solve, pay attention to detail, and complete tasks with a high level of accuracy.
• Ability to be flexible, use time wisely, and perform duties in a professional manner.
• Good interpersonal skills and ability to work effectively with colleagues, students, and vendors.
• Ability to lift and carry a 40-pound box and push a book truck full of materials.

• Bachelor's degree required.
• Must be familiar with the use of technology and have a basic proficiency level in Microsoft Office or equivalent programs.

• Experience working in an academic library or technical services department.
• Experience with acquisitions or copy cataloging.