Website University of Florida, George A Smathers Libraries

Location Name: George A. Smathers Libraries, University of Florida
County: Alachua
Region: Northeast Florida
Address: PO Box 117024
City: GainesvilleZipcode: 32611
ALA accredited Masters required: No


This position is part of the Access and Resources Sharing Department, responsible for managing the workloads of all processing activities within the Course Reserves unit. Coordinates copyright and fair use compliance reviews for course reserves materials; consults with Scholarly Communications Librarian as necessary. Working with the Access and Resource Sharing Chair, establishes department goals and strategic objectives; sets priorities, timelines, and maintains efficient workflows. Supervises 1 FTE, oversees and administers policies and procedures concerning workflows and workloads to accomplish efficiency within the Course Reserves unit and refines procedures to meet productivity goals. Maintains working relationships with Atlas (Ares), to resolve system issues and improve procedural operations. Performs complex problem solving in relation to acquiring materials and copyright permissions to make scholarly resources available for faculty and student usage. Stays current with copyright and fair use guidelines as it pertains to course reserves service. Participates in workshops and classes to upgrade knowledge and skills that apply to the position and department activities. Participant ALMA/Primo training for course reserves services. Serves on the Access and Resource Sharing Steering Committee to coordinate and standardize course reserves’ policies and procedures. Will be granted a high level of authority and independence in the absence of the department Chair.


Management of Course Reserves Unit

Hires, trains, and processes payroll for 1 FTE department staff in Course Reserves Unit. Monitors workloads and evaluates performance and progress toward achieving department, divisional and the Libraries’ goals and objectives. Promotes staff development for reserves unit member by setting individual development goals and by identifying appropriate training opportunities. Provides cross-training throughout the unit to ensure consistent coverage of the course reserves services. Ensures that staff deliver exceptional customer service. Interprets library policy for special circumstances. Manages copyright and fair use compliance and fair use guidelines as applied to course reserves processing procedures; serves as the authority to the Course Reserves unit for guideline application when acquiring reserve materials. Resolves complex copyright compliance questions as encountered during course reserves processing; consults with the Scholarly Communications Librarian when necessary. Obtains copyright permission from Copyright Clearance when applicable, maintains files of copyright permissions requests, and stays current with copyright fair use guidelines as it pertains to academic course reserves service best practices. Oversees processing operations of the Course Reserves and recommends new and improved programs that effectively cut processing time and get materials into hands of requestors. Acts as resource to teaching faculty and students in establishing or accessing Ares account and providing user friendly documentation. Creates and presents outreach training in system use and conveys prevailing copyright compliance guidelines to teaching faculty. Verifies and Submits invoices to the library fiscal services office to initiate copyright royalty payments. Monitors expenditures for copyright royalties and reports regularly to the Chair of Access and Resource Sharing about these expenditures. Serves on Access and Resource Sharing Steering Committee to further coordinate and streamline library-wide course reserves services. Participate ALAM/ Primo trainings for course reserves.

User Service

Supports course reserves Unit staff in monitoring phone calls, responding to patron problems, and resolving problematic reserves requests. simplify and standardize customer communication and encourage good customer protocol. Provides detailed information about services by telephone or in person; explains rationale for library actions in difficult patron situations. Responds to complex problems dealing with course material access and copyright compliance issues, activities. Provides outreach to patrons concerning application of copyright laws when copying library materials. Interprets library policy for unique circumstances regarding course reserves. Collaborates with circulation staff to ensure smooth handling of print course reserves materials. Provides professional customer service to University of Florida students, faculty, staff, and customers outside the university. Effectively and professionally always communicates and interacts with colleagues in a positive and respectful manner. Assists customers with inquiries in person, via email, and by phone.

Initiative Development and Problem Solving

Creates policies, documents procedures, and devises workflows related to acquiring scholarly resources.  Working with the Access and Resource Sharing Chair communicates access policies and procedures to staff library-wide. Directs maintenance of the policies and procedures in the web-based manual; documents and communicates new or revised policies and procedures to appropriate library-wide staff through email, Microsoft Teams website and training sessions. Creates and maintains documentation and training materials supporting the integration of Ares and Canvas CMS for faculty and staff use. Assists department Chair in coordinating Course Reserve services with all library branches. Gathers data and helps prepare regular statistical reports for the Chair. Participates in library special projects as required. Recommends changes relating to hardware, software, networks and other supporting infrastructure, user interface/access, library procedures, and service policies that will alleviate problems and address library users’ needs. Working closely with the department Chair, plans, develops, and delivers responsive and innovative service initiatives to provide more effective delivery of resources to the University’s faculty, staff, and students. Serves as assistant to the Chair for course reserves services. Keeps abreast of new technologies and demonstrates skill in usage and applicable features to recommend implementation to enhance library services. Serves on committees as a representative and spokesman for services provided by the Access and Resource Sharing department as appropriate. May be assigned to assist with other responsibilities of the Access and Resource Sharing department for several hours a day when staffing necessitates.

Budget Manager for Course Reserves materials and Department Supplies

Collaborates with Acquisitions staff to flag orders within the monograph (electronic and print) vendor system for resources requested for course reserve materials not owned by Smathers Libraries. Tracks the course reserves materials acquisitions budget ($60,000) and order status within the vendor system. Works with Acquisitions staff to resolve receipt problems to make materials available in a timely manner. Monitors the copyright fees budget ($8,000). Coordinates and provides support for the department in monitoring supplies inventory and budget ($2,500) for supporting equipment and materials.  Collects and analysis course reserves statistical data for the department. Directs maintenance of the Course Reserves policies and procedures on Access and Resource Sharing website.

Other Duties

Stays aware of department needs and priorities and exercises initiative to be as productive as possible at all times. Participates in special projects and performs other duties as assigned. Keeps proficient in all Access and Resource Sharing processes and practices. Attends training that will enhance skills for both personal and professional development. Serves on Library committees as needed.




We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.


High School diploma or equivalent and seven years of library, or relevant experience; or an Associate’s degree and five years of relevant experience; or a Bachelor’s degree and three years of relevant experience; or a Master’s degree and one year of relevant experience; or any equivalent combination of experience, training and/or education.


·      Excellent customer service focus.

·      Ability to establish priorities, assign work, and ensure proper completion of work assignments.

·      Ability to communicate effectively in oral and written formats with vendors, faculty, students, and staff.

·      Technical literacy in use of library technology.

·      Technology teaching skills, both one on one and in groups.

·      Ability to organize a fluctuating workload, to establish priorities, and to meet deadlines.

·      Academic library background in public services (circulation, ILL, reserves).

·      Familiarity with copyright and fair use guidelines as it pertains to educational use.

·      Experience with statistical analysis software.

·      Prefer knowledge of integrated library systems (e.g., ALMA) fulfillment module and analytics.

·      Knowledge and experience of using ALMA Course Reserves function.

·      Supervisory skills or potential.


Multilingual Skills Required: No
Contact Person: Tina Marie Litchfield
Contact Email:
Contact Phone: 352/2732602
How to Apply / Instructions:

Application Process

To apply, submit

·         a cover letter detailing your interest in, and qualifications for this position

·         your current resume or CV

·         a list of three references including their contact information (telephone number and email address)

Apply by 11:55 pm (EST) on June 26, 2024 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Job Number 531815. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at