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Evening Circulation Assistant

Apply now Posting #: 4277
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, School of Law

Position Title & Department:

Evening Circulation Assistant; School of Law - Legal Research Center Circulation
Posting #


Department Description:

USD School of Law is one of the 84 law schools elected to the Order of the Coif, a national honor society for law school graduates. The law school's faculty is a strong group of outstanding scholars and teachers with national and international reputations and currently ranks in the top 20% (36th out of 204) among U.S. law schools in scholarly impact according to a 2018 study. The school is accredited by the American Bar Association and is a member of the Association of American Law Schools. Founded in 1954, the law school is part of the University of San Diego, a private, independent, Roman Catholic university chartered in 1949.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

As a member of the circulation team, the Evening Circulation Assistant coordinates with other circulation team members to ensure the smooth operation of circulation department functions. Assists patrons; trains and supervises student workers; and maintains a professional and strong service-oriented ethos at the circulation desk. As the sole library staff member on duty during many evening and weekend hours, the Evening Circulation Assistant assumes responsibility for the entire library and all public services operations in the absence of other staff. Enforces library policies and addresses patron problems and complaints respectfully and efficiently; manages emergencies and urgent building maintenance issues that arise after hours. Assists with interlibrary loan processing, course reserves and exam files. Manages student fine billing statements and other projects as assigned.

Duties & Responsibilities:

Circulation Department Operations

  • Works closely with the head of circulation and other circulation team members to ensure the smooth operation of circulation department functions.
  • Is responsible for the operation of the LRC in the absence of supervisors/administrators, uses independent judgment to handle problems, complaints and emergencies; calls campus security, facilities or LRC administrators as appropriate.
  • Ensures a professional and service-oriented atmosphere at the circulation desk.
  • Enforces LRC policies including, but not limited to, access, quiet, circulation, food, drink and smoking.
  • Interacts with other departments in the LRC to problem solve issues that arise when helping patrons.
  • Oversees nightly closing procedures.
  • Maintains the visitor file and monitors the circumstances under which non-primary patrons may use the library.
  • Records and reports circulation statistics.

Supervision of Student Workers

  • Trains student workers to work at the circulation desk, including all aspects of patron services, loose-leaf updates, shelving, shelf reading, and shelf maintenance.
  • Supervises student workers, providing on-going feedback on job performance and continued training.
  • Notifies head of circulation about any performance or training issues.
  • Assists in the scheduling of student workers.

Patron Services

  • Provides professional, respectful, and efficient services to patrons in person and over the phone, including but not limited to:
    • Processes loans, renewals and check in of library materials.
    • Answers telephones; responds to information requests including simple searches in the online catalog; refers and transfers calls; takes messages.
    • Answers directional and first-line reference questions; refers other inquiries to reference or the appropriate department.
    • Assists faculty, law students, paralegals and the public in searching the online catalog and using basic materials including microforms.

Integrated Library System

  • Keeps current on integrated library system updates and trains student workers on new developments as appropriate.
  • Updates patron records as needed.
  • Sends library fine billing statements to student patrons.

Course Reserves and Exam Files

  • Receives, processes and maintains faculty course reserves and exam files.
  • Creates and maintains bibliographic item records and faculty course reserve lists online; links documents to the catalog records.
  • Ensures that access to the reserve items is password-protected.
  • Removes materials from course reserve at the end of each semester, unless directed to do otherwise. 

Collection Maintenance

  • Coordinates collection maintenance support with the circulation supervisor and collection development librarian.
  • Manages missing book process, including informing the collection development librarian of lost books.
  • Files looseleaf updates, oversees student workers’ looseleaf filing, reports problems with looseleaf updates to collection services department.
  • Shelves materials, shelf reads and performs shelf maintenance.
  • Assists in book shifting projects.

Interlibrary Loan

  • Processes interlibrary loan materials, both receipts and returns, including electronic document delivery; sends notifications to patrons.
  • Coordinates with the interlibrary loan librarian in communicating with LRC patrons and lending/borrowing institutions regarding responsibility for the lent/borrowed material.
  • Maintains records in ILLiad.
  • Records invoices; tracks payments.
  • Monitors interlibrary loan supplies.

San Diego Library Circuit Consortium

  • Provides back up to daytime circulation assistant, with the following tasks:
    • Trains student workers to use the INN-Reach system.
    • Assists patrons in using the Circuit system to borrow materials from local libraries.
    • Receives and checks in books from other institutions.
    • Prints paging slips for items requested from the LRC; retrieves and checks out the requested items and sends them to the borrowing institution.
    • Packs and returns paged books to the lending institutions.
    • Prepares a monthly report of Circuit statistics

Study Aids Collection

  • Provides back up to daytime circulation assistant, with the following tasks:
    • Maintains the study aids collection.
    • Monitors the number and condition of hornbooks and other study aids; reports deficiencies to the collection services department.


  • Special projects, as assigned.

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

Background check:  Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes. 

Job Requirements:

Minimum Requirements:

  • At least a high school diploma or equivalent.
  • Minimum two years library public services experience.
  • Supervisory experience.

Preferred Requirements:

  • Law library public services experience.
  • Experience using integrated library systems.
  • Knowledge of Library of Congress classification system.
  • Knowledge of basic legal research.
  • Knowledge of staff motivation techniques.
  • Knowledge of basic reference interview techniques.
  • Knowledge of Innovative Interfaces, Inc. products, including Sierra.
Performance Expectations: Knowledge, Skills & Abilities
  • Excellent interpersonal skills.
  • Ability to deal with wide variety of personality types in an often fast-paced environment.
  • Ability to complete tasks in the face of interruptions and pressure, and with or without student help.
  • Ability to work unsupervised.
  • Ability to make rational and objective judgment calls.
  • Ability to remain calm in all situations.
  • Ability to prioritize.
  • Flexibility.
  • Strong service orientation.
  • Strong problem solving skills.
  • Excellent organizational skills.
  • Strong verbal and written skills.
  • Effective telephone skills.
  • Detail orientation and ability to perform clerical tasks with neatness and accuracy.
  • Accurate typing and proofreading skills; knowledge of English grammar and spelling.
  • Ability to perform complex alpha-numeric sorting and filing tasks.
  • Computer and mechanical aptitude.
  • Knowledge of word processing and spreadsheet software.
  • Ability to create design and implement new forms.
Posting Salary:

$20.00 - $22.71 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.  Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.  USD: Human Resources: Benefits

Special Application Instructions:
Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5 Hours per week

Closing date: September 4, 2022

Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close: Pacific Daylight Time

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In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Clery Act, the University of San Diego publishes a combined Annual Security and Fire Safety Report for review. This report includes institutional policies concerning: campus security; procedures for reporting crime, fire, and other emergencies; emergency response and evacuation procedures; sexual misconduct and relationship violence reporting and response standards and protocols; alcohol and drug policies; and statistics for the previous three years concerning reported crimes that occurred within the institutions Clery reportable geography. Individuals may request a print copy of the report at the University of San Diego Department of Public Safety, located in the Hughes Administration Center, Room 150.