Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients' critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.
We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today's 24/7 global business environment. Our collaborative approach gives our clients-which include many of the world's most respected companies and institutions-ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies. With an international presence, we focus on a number of key industries, including private equity; asset management; life sciences and health care; investment banking; technology, media and telecommunications; and consumer and retail.
Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions, and individuals. We have consistently been recognized for our leading practices in many areas, including private equity, M&A, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring. Ropes & Gray is an equal opportunity employer.
JOB SUMMARY: A skilled, experienced paraprofessional role supporting the Manager of Library Services with high-level administrative and client service support. Responsible for any of the following: responding to user license requests, including vendor contact and recording in department repositories; cataloging, including copy and original cataloging, enhancement of existing records, and cataloging of electronic content; acquisitions, including ordering, review and payment of invoices, creation and reporting of acquisitions records; collection management, including making recommendations for acquisitions and cancellations. Works with new and existing applications to streamline library processes and participates in maintaining the Library's presence on the infoNet.
Makes independent judgments concerning how best to solve issues in day-to-day library operations. Not all functions listed below are performed by every Technical Services Specialist. Duties vary according to specialization.
ESSENTIAL FUNCTIONS: 1. Acquisitions: place orders for print and electronic resources with vendors; track orders and receipts; manage desk copy orders and control lists under direction of Technical Services Librarian; post payable invoices, including billable invoices; contact users for information on billable expenditures; track expenditures for budgeting purposes; resolve issues with vendors, including returns and refunds. 2.
Access support: communicate by email and by telephone with vendors regarding user license requests, new purchases, cancellations, invoicing and statement accuracy. 3. Subscription maintenance: Coordinate subscription updates and procurement of missing material.
Review shipments and orders for accuracy. Update information in firm's integrated library system. Maintain subscription lists on firm intranet.
4. User services: respond to user requests including user license requests, access questions, password reminders, desk copy requests, photocopying requests, and document delivery/book loan requests. Keep appropriate records; prepare invoices for payment 5.
Catalog, classify, and arrange print and electronic materials within the library collection in keeping with standards set by Manager of Library Services. Modify existing records and links on firm intranet. 6.
Collection maintenance: make recommendations for purchases and cancellations. Assist with shifting, shelving and discarding materials and/or coordinate this activity with library assistants or contract personnel. Assist liaisons in international offices with questions about collection maintenance.
Supervise filers. 7. Train others and participate in circulation process, coordinating the work of library assistants or contract personnel.
Assist liaisons in international offices with circulation requests. Compile circulation statistics as requested. 8.
Document delivery and interlibrary loan: communicate user requests to vendors and suppliers. Select providers on basis of service and cost. Maintain records of client/matter numbers.
Complete expense reports and invoices accurately to support billing back as appropriate. 9. Intranet support: under the direction of content management team, monitor functionality and update and correct intranet content.
10. Electronic services support: under direction of Electronic Services Librarian, serve on Research Monitor team, including testing scripts, updating resources, and running reports. 11.
Current awareness: coordinate with vendors and research team to create newsfeeds for practice groups and end users; enhance content within firm's aggregators in keeping with vendor permissions and license terms; develop dashboards for use on firm intranet. 12. Perform other work-related duties as assigned EDUCATION, EXPERIENCE AND SKILLS REQUIRED: Bachelor's degree required.
Enrollment in or completion of MSLIS preferred. Two to five years of related experience. Significant direct experience in a special library required.
Excellent interpersonal, language and telephone skills. Familiarity with on-line research techniques, Internet, general office applications, including Word, Excel, PowerPoint, and Access and Sharepoint or other web tools. ESSENTIAL CAPABILITIES: Must be a self-starter who can work independently Must pay attention to details and have the ability to follow up and follow through.
Ability to adapt to changes of technology, procedures, and job function. Ability to work well with other members of a team. Commitment to providing high-quality library service to all users; strong customer service focus.
Ability to be flexible and maintain a professional manner in all situations. WORKING CONDITIONS: Normal office environment and schedule. The above is intended to describe the general content of, and requirements for, the performance of this job.
It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.