Skip to content

Document Delivery & Circulation Desk Manager

Posted: 03/14/2023

POSTING DATE: 03/14/23
CLOSING DATE: 03/31/23, 5:00 p.m.
POSITION TYPE: 12-month, SHRA, FLSA non-exempt, 1.0 FTE

NCSSM and the Academic Programs-Library Department foster collaboration across departments and divisions and support community-engaged service and research. NCSSM is proud of the diversity of its student body, and we seek to attract an equally diverse applicant pool for this position. NCSSM is an equal opportunity and affirmative action employer, and we are strongly committed to increasing faculty and staff diversity. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity or expression, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. If you are an individual with disabilities requiring accommodations in the application and interview process, please contact us at

Description of Duties:
The Document Delivery and Circulation Desk Manager reports to the Director. This position manages circulation functions during operational hours, to include patron assistance, collection maintenance, equipment maintenance, and opening/occasionally closing of the building. Services at the desk include basic customer service, basic and advanced circulation functions, policy interpretation, electronic resource troubleshooting, printer and scanner support, and basic reference assistance for NCSSM faculty, staff, students, and authorized patrons and visitors. Primary duties include:

Circulation Supervision

  • Manage the circulation of materials for library collections, maintaining optimal efficiency and accuracy. Properly process new materials and shelve checked-out/checked-in materials in a timely manner.
  • Effectively communicate with patron library products and services, policies, responsibilities, and code of conduct.
  • Administer and verify patron accounts, using the library's integrated library system to register customers and update patron records ensuring customer privacy and confidentiality.
  • Develop and maintain excellent relationships with vendors.
  • Coordinate purchase/acquisition requests with the library director.
  • Protect library assets, ensure building security, adhere to library policies, and follow appropriate opening and closing procedures.
  • Identify and communicate innovative ideas and concerns to the library director.
  • Collaborate with employees across both campuses, assessing needs to improve the library’s and institution's efficiency.
  • Monitors physical facility and overall library use; initiate calls for building issues and emergencies as needed; assists users with disabilities in accessing materials.
  • Collects and collates data, compiles statistics, and uses compiled information to prepare unit reports.
 Service Management and Quality Assurance
  • Manage all aspects of processing Interlibrary loan borrowing service. Request loans for books or copies of journal articles, etc.
  • Utilize OCLC (Online Computer Library Center) and worldwide sources and bibliographic search techniques to locate requested materials.
  • Prepare and transmit requests to other libraries via OCLC and other library catalogs (via the Internet), telephone, mail, email, or FAX using knowledge of interlibrary loan policies and protocols.
  • Receive requested material, verify items for accuracy, and prepare patron retrieval notifications.
  • Supervise the payment of invoices for interlibrary loan charges and penalty fees by our patrons.
  • Maintain interlibrary loan statistics.
 Stacks and Collections Maintenance
  • Oversee collection maintenance and re-shelving, conducting shelf-reading, shifting collections, maintaining accurate stack labels and signage, and searching for missing and lost items.
 Acquisitions and Electronic Resources Management
  • Assist acquisition of print and electronic resources; renewal of serials and databases; payment and tracking of invoices; maintain acquisitions data and records; harvest and analyze electronic resources usage statistics; and vendor interaction as directed.
  • Assist with cataloging new items, and perform intellectual property audits.
 Information Literacy and Instruction
  • Participate in teaching activities of the library, which may include advising students and teaching library orientation, among other opportunities.
  • Support facilitating communication between the library and departments. This may include providing information literacy instruction, subject-based reference and consultative services, and departmental and individual outreach.
 Risk Management
  • Identify, evaluate, and report facility and library material holdings risks.
  • Monitor compliance with copying laws and regulations.
  • Perform routine collection maintenance of library materials and volumes, weeding stacks, repairing and replacing damaged materials.
Knowledge, Skills, and Abilities:
  • Computing skills, including familiarity across operating systems and fluency with office applications as well as comfort troubleshooting both familiar and new technology, familiarity with digitization processes, online public access catalogs, reserves platforms, access databases, and spreadsheets.
  •  Demonstrated ability to locate, analyze, and interpret data contained in complex online systems, such as scholarly databases or integrated library systems.
  •  Significant and relevant experience providing public/customer service or delivering instruction
  •  Ability to work effectively in a high-volume, high-demand environment, and to manage multiple, sometimes competing priorities.
  •  Ability to adapt to changing user and organizational needs in a dynamic, service-oriented environment, and the ability to stay calm under pressure.
  •  Familiarity with the services, spaces, technology, and collections provided in a modern library environment.
  •  Ability to interpret and explain a wide variety of policies and procedures, varying from basic to complex, to the public and to exercise independent judgment.
  •  Attention to detail, time management, organizational skills, excellent written and oral communication skills.
  •  Excellent interpersonal skills and ability to establish and maintain effective work relationships.
  •  Ability to supervise and mentor student staff.
  •  Working knowledge of an integrated library system or automated circulation systems.
Minimum Education and Experience:
High school diploma or equivalency and two years of experience in library services, office support, or related field; or equivalent combination of training and experience.
Preferred Qualification: Graduation from a four-year college or university.
Team NCSSM Benefits

Free On-campus Parking

Vacation: Varied based on EHRA or SHRA Classification. For SHRA and Faculty, earn from 14 days to 26 days per year based on years of state service (part-time employees are pro-rated).  EHRA SAAO Group I, receives 26 days per year and EHRA SAAO Group II/Instructional (IRIT), receives 24 days per year. Leave is earned monthly.

Sick Leave: 12 days per year.

Additional Leave: Family Medical Leave (FMLA), Paid Parental Leave (PPL), Civil Leave, Extended Illness, Short/Long Term Disability, Family Illness Leave, Military Leave, Community Service Leave, Bonus Leave, Voluntary Shared Leave and Leave Without Pay.

Holidays: 12 days per year

Retirement: Required participation for all employees working 3/4 time or more. Option (1) Teachers’ and State Employees’ Retirement System (TSERS) requires 6% of gross salary. Employees are vested for retirement after 5 years. Option (2) The Optional Retirement Program (ORP) requires 6% of gross salary. Employees in ORP are vested after 5 years of participating in ORP. As a participant in either retirement program, you are automatically covered for short-term disability (eligible after 1 year of service/no cost), long term disability (eligible after 5 year of service/no cost). Death benefit of minimum $25,000/maximum $50,000 based on previous 12-month salary (eligible after 1 year of service/no cost).
Supplemental Retirement Plans: Supplemental retirement plans provide an additional opportunity to help you reach your retirement goals.  Supplemental Plan offerings such as a 401(k), 403(b), or 457(b) on a Roth (after-tax) or pre-tax contributions from several different vendors.
Health Insurance: Employee only coverage under the State Health Plan (PPO) is provided to employees that work 30 or more hours a week. The cost is determined by the type of coverage elected by the employee. Dependent coverage is available by payroll deduction.
NC Flex Plan: Plan offers Health Care Flexible Spending, Dependent Day Care Flexible Spending, Dental Insurance, Vision Care Plan, Critical Illness, Cancer Insurance, Core Accidental Death & Dismemberment, Voluntary Accidental Death & Dismemberment Insurance, Accident, and Group Term Life. All plans are pre-tax basis / Cost varies depending on selections,

Voluntary Group Term Life Insurance: Securian (This is an after-tax plan and is portable)

Longevity: Payable to SHRA employees after 10 years of creditable state service (EHRA employees are not eligible).

Tuition Waiver: Three courses per academic year tuition free (at any of UNC 17 campuses that offer courses) for permanent full-time employees. Under Educational Assistance, tuition reimbursement may be available for attendance at Community Colleges provided courses taken pertain to current job or upgrades current job skills.

State Employees Credit Union: Membership welcomed. Contact the SECU Credit Union for information.

Community Service: 24 hours leave credited each calendar year (prorated for part-time) unless you choose the Mentoring/ tutoring option – 1 hour each week up to a max of 36 hours that schools are in session as documented by the elected board of the local education agency or the governing authority of any non-public school.

Facilities: Library & Gymnasium - other athletic facilities available at no cost to employees. Cafeteria on site.

About NCSSM:
North Carolina School of Science and Mathematics (NCSSM) is a world-class public high school with statewide reach empowering academically talented students from diverse backgrounds from every corner of the state to design their own future. We offer residential high school programs in Durham and Morganton for juniors and seniors or virtual high school courses and programs that students can take alongside their local curriculum, all tuition free. Our wide array of summer offerings for rising 5th- through 12th-graders includes free opportunities for in-state students alongside paid options for students from anywhere in the world. NCSSM Extended Learning partners with communities and regions to advance student learning and outcomes.

Specializing in science, technology, engineering, and math, and embracing the fine arts and humanities, NCSSM has become the model for 18 such specialized schools around the globe since its founding in 1980 and is a full constituent of the University of North Carolina System. NCSSM’s Ignite + Transform comprehensive campaign seeks to raise $50 million in private support for our mission.

The new NCSSM-Morganton campus opened in 2022 for summer programs and its first fall academic term. NCSSM-Morganton focuses on the booming fields of data science and artificial intelligence, preparing the leaders of tomorrow to navigate a future driven by data and machine learning, with emphasis on the humanistic implications and ethical use of these tools.

Nearly two-thirds of NCSSM graduates earn a bachelor’s degree in a STEM field -- over three times the national average, including 58 percent of our underrepresented minority graduates, which is nearly four times the national average. Nearly three-quarters have earned or are seeking a graduate degree. A 2020 economic impact study found that 54 percent of our alumni continue to live and work in North Carolina, catalyzing nearly $1.3 billion in annual economic activity. NCSSM embraces equity, diversity, and inclusion, and seeks to recruit employees who share these values.

For more information, please read the NCSSM strategic plan and visit

How to Apply:
Submit electronic application via: Please create an account, search for the Document Delivery and Circulation Desk Manager position vacancy, and submit the online application.

Please complete your application in full. All required Competencies, Work History, and Credentials must appear on the application in the Education and Work Experience sections of the application to receive consideration during the selection process. Resumes will not be accepted in lieu of completing the State Application form in its entirety. “See Attached Resume or an Embedded Text Resume” will be considered incomplete and will not be processed. Degrees must be received from appropriately accredited institutions.

Applicants seeking Veteran's Preference must attach a DD form 214, Certificate of Release or Discharge from Active Duty, along with the state application. Applicants seeking National Guard Preference must attach a NGB 23A (RPAS) if they are a current member of the NC National Guard in good standing. If applicants are a former member of the NC National Guard who served for at least six years and was discharged under honorable conditions, they must attach either a DD256 or NGB 22 along with their state application.

Final candidates are subject to criminal and sex offender background checks. Some vacancies also require a motor vehicle check. If the highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at or equivalent service. NCSSM participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Please refrain from submitting multiple applications. However, if multiple applications are submitted to a posting, only the most recent application received prior to the posting close date will be accepted. There is a 24 hour waiting period before an applicant can re-apply to a position.

If you have questions, please contact Eric Hunsley, Assistant Director of Human Resources, at
NCSSM is an EEO/eVerify/VEVRAA Employer