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Resource Specialist – Print – Mintz
Under the direction of the Manager, Resources and Systems, the Resource Specialist works as part of the team to make sure that our collection of materials is comprehensive, accurate and easily available to attorneys and administrators firm-wide. The Specialist is responsible for the accurate and timely creation and updating of acquisitions, catalog and vendor records.
Manage acquisitions, cataloging, serial controls, filing and other collection maintenance and other resource maintenance tasks for print collection in Boston and London. Ensure accuracy of all systems and data.
Catalog all new editions and new acquisitions for Boston and London within 72 hours of receipt. Oversee that continuations, supplements, replacements are being cataloged accurately.
Process all new items with card, pocket and spine label and shelves on appropriate floor.
Review, reconcile and prepare for approval and payment invoices for designated offices. Evaluate and suggest cost saving options.
Maintain department publisher and vendor records, including the publisher contacts in Outlook and vendor correspondence public folders in Desksite.
Assist with the general maintenance of the collection as needed by reshelving, and participating in office searches and other efforts to maintain the collection.
Assist with the defining, documenting and maintaining department procedures related to the ILS.
Understand the report capability of the ILS and create reports to improve department accuracy and productivity.
Assist with onboarding and off boarding by obtaining or reassigning necessary office copies. Assist with other onboarding/off boarding issues as needed.
Oversee and assist the outsourced filing company, distributing the filing and providing the classification number and other identifying information.
Quarterly, check that office copy loose-leaf services are accurately maintained and labeled appropriately with attorney name.
Assist with the review, evaluation and recommendation of new and existing resources. Recommend format for access and make suggestions for the best way to make resources available.
Maintain current knowledge of Firm e-resources, particularly electronic offerings of titles in the print collection.
Maintain current knowledge of Firm software solutions (Chrome, Elite, etc.) and is department resource for training and reporting issues.
Perform general maintenance of the collection by reshelving, visiting satellite offices weekly and participating in office searches and other efforts to maintain the collection.
Serve as back up for Resource Specialist – Serials.
Responsible for reviewing data in all Research Services systems, across all formats (print/electronic) and all offices, to ensure data is current, accurate, and consistent with formatting rules.
Continuing Education and Communication
Actively participates in department meetings.
Communicate clearly and courteously with patrons and staff.
Participate in, or lead, special projects as assigned.
Conduct business in compliance with the Firm copyright and licensing policy.
Assume additional responsibilities as requested.
3+ years’ experience in a law firm or corporate environment is strongly preferred.
Knowledge of technical services functions, collection management and library technologies in a business setting including integrated library systems and other software used to manage library or acquisitions information.
Possess excellent written and verbal communication skills.
Strong organizational and administrative skills.
Excellent attention to detail and ability to execute through to completion.
Creative problem solving skills, reasoning ability, good with figures and logical thought process.
Ability to work under pressure, prioritize competing demands, and meet various deadlines.
Demonstrated ability to professionally interact and collaborate with colleagues at all levels.
Ability to work independently and as part of a team.
Outstanding sense of customer service.
Enthusiastic, proactive, and positive attitude.
Ability to handle confidential matters with discretion.
Must be self-motivated and resourceful to produce quality work.
High level of integrity and honesty.
Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.
Flexibility to work overtime when necessary.
Research Analyst – Mintz
Under the direction of the Director of Research Services and the Senior Research Analysts, the Research Analyst (“RA”) works as part of the team to provide quality research services to all attorneys, legal staff, administrators and others firm-wide.
The Research Analyst performs a variety of research functions to support our research services team, with most activity providing support to business development efforts, ILL and document retrieval. Specific assignments will include due diligence, business intelligence, docketing activities, article retrieval and obtaining resources. The Research Analyst focuses on developing the skills and knowledge needed to handle the most complex and challenging assignments on their own, in the future. Like Leads and Seniors, RA’s can have their own portfolios but they should be at the appropriate level (e.g., overseeing copyright, setting up and tracking current awareness assignment, ordering documents etc.) and projects may be performed under the direction of a more senior person.
Research and Reference Services
Conduct research and analysis in legal, business, and other subjects using appropriate print or electronic resources and seeks direction from more senior staff when needed.
Respond to questions or research issues accurately, and in a timely and cost-effective manner.
Present results using department branding and templates whenever possible.
Provide backs-up support to practice, subject, industry and/or type of research specialist in areas identified by Director and Manager, Research and Reference.
Act as liaison and resource specialist to sections and practices at the firm.
Oversee article ordering and record keeping.
Manage interlibrary loan and record keeping.
Participate in reconciliation of invoices for article and document purchases. Work with resource staff on invoices.
Orientation, Training and Knowledge Sharing Services
Assist with the development of orientation and training materials.
Assist with formal orientation and training sessions.
Conduct on-demand training in the use of print or electronic resources where proficiency is evident.
Assist in developing content for the intranet and other knowledge sharing platforms.
Prepare Research Guides and Spotlight documents.
Participate in collection development, collection maintenance, supervision of filing services, shelf reading and other activities to make sure that we maintain a useful collection in each office.
Participate in special projects as assigned.
Participate in invoice reconciliation and processing for research related charges.
Assume additional responsibilities as requested.
Continuing Education and Communication
Maintain current knowledge of developments in research and competitive intelligence services and resources.
Maintain awareness of current and emerging technologies relevant to research services and share knowledge with the team.
Actively participate in department meetings.
Establish relationships with vendor representatives.
Take advantage of training on research products.
Bachelor’s degree required. Master of Library Science degree required and/or currently working towards this degree.
2 years’ experience providing research and reference in a law firm or corporate environment. Law firm experience is strongly preferred.
Knowledge of research methodology as well as print and electronic resources in some areas of law relevant to the firm’s practice areas.
Proficiency with major research services.
Familiarity with library technologies, including software and products used for communication, research and knowledge sharing.
Ability to analyze, evaluate and synthesize information from a variety of sources.
Ability to prepare reports, executive summaries, and other correspondence necessary to communicate research results.
Strong organizational and problem-solving skills.
Strong oral and written communication skills, including business writing skills.
Works effectively under pressure and is able to manage multiple priorities under deadlines.
Excellent interpersonal skills, with the ability to forge relationships with management, colleagues and a diverse clientele; strong customer service orientation.
Works well independently and as part of a team.
Self-motivated, resourceful and creative.
Flexibility to work overtime when necessary.
Manager of Library Technologies & Electronic Services – Ropes & Gray
Lead and foster the efficient and effective delivery of Library resources in a fast-paced, global law firm. Under the direction of the Senior Manager of Knowledge Management and Library Services direct the Library’s methods of leveraging technology to deliver cost-effective, innovative and intuitive access to electronic and print materials. Develop, manage, and monitor multi-million dollar budget and negotiate contracts for online and print services globally. Manage all phases of the procurement of online and print services, including evaluation, trials, installation, implementation, and training plans. Set the policies and procedures for collection management, the operation and maintenance of the integrated library system, and access to external information in support of both client and firm needs. Ensure that the delivery of information to lawyers and others is consistent with KM and Library best practices, licensing, copyright and budgetary restrictions. Manage technical services staff and contribute substantively to firm-wide projects and initiatives.
- Oversee the organization-wide content acquisition strategy for research materials, both print and online. Negotiate enterprise level agreements on behalf of the firm for thousands of products supporting firm research and information needs. Monitor terms of contracts and license agreements to assure compliance.
- Forecast and manage annual global multi-million dollar library budget; monitor and control library expenditures firm wide; prepare budgetary reports for management. Oversee processing of vendor invoices and approvals for payment.
- Under the direction of the Senior Manager of KM & Library Services, develop and implement the strategic direction and roadmap for delivering online services to the firm.
- Manage all phases of the procurement of online and print services, including evaluation, trials, installation, implementation, rollout and training plans.
- Establish policies and procedures for collection management, electronic services, user access, and other functions within the technical and electronic services team. Advise on future library needs, including rebalancing the collection to better reflect digital access, physical space and personnel planning; oversee installation of new and renovated library facilities and manage moves.
- Manage technical services staff; prepare staffing plans in keeping with firm and department goals; supply metrics in support of plans. Provide training and support and prepare annual staff goals and monitor progress, including progressive intervention as needed. Plan and delegate projects for technical services staff, identify opportunities for professional development and continuing education for self and technical services staff.
- Oversee management of software applications within Library purview including precedent search tools. Conduct assessments for purchasing decisions, testing, rollout, training, and documentation. Serve as project manager for library software applications.
- Evaluate, select, and maintain the integrated library system; set data quality standards; create reports as needed for management of the library. Manage software updates in keeping with firm needs.
- Work with the firm’s practice groups and KM team to customize the delivery of content from commercial online services to the firm’s intranet.
- Oversee copyright and its proper application at the firm. Work with Copyright Clearance Center to ensure copyright policies are being followed and appropriate payments are being paid on behalf of the firm for any copyrightable material (digital and print). Educate lawyers and staff about their rights to use and share copyrighted material.
- Oversee reporting on metrics for circulation of print and access to online materials. Provide management with regular reports on resource utilization. Use this information to inform purchases, renewals, and cancelations, as well as for overall planning and staffing.
- Participate in developing, promoting, and attaining KM and Library team’s strategic goals. As needed, provide project staffing, either directly or by delegation, in support of other teams within the Knowledge Management and Information Technology Department. Foster cross-team collaboration and promote strong working relationships among library staff and colleagues working in the same or other offices. Recommend additions, improvements, and innovations in library services and resources.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- M.L.S. from ALA-accredited library school, or other relevant graduate degree required.
- Seven or more years of management experience in law or corporate libraries, preferably law firm libraries.
- Strong budget management and contract negotiation skills.
- Demonstrated experience in law library collection management, budget management, management of integrated library systems, and research.
- Knowledge of information technology and best practices for training related to library and knowledge management systems.
- Experience creating insightful utilization reports for management.
- Strong supervisory experience and skills.
- Commitment to providing high-quality library service to a large group of demanding users in a fast-paced business environment.
- Excellent interpersonal, presentation and communication skills; willingness and ability to actively contribute to project teams as well as work alone.
- Ability to keep up with new materials, changes in resources and techniques, and shifts in information demands; resourcefulness in obtaining needed materials and information.
- Ability to prioritize tasks and manage time well.
- Should be both creative and pragmatic; must display good judgment in decision-making and project management.
- Must be team-oriented and able to share information, goals, opportunities, successes and failures with the appropriate parties.
- Must pay attention to details and have the ability to follow up and follow through.
- Ability to plan, organize and carry out multiple related activities.
- Ability to work effectively in a culturally and educationally diverse environment.
- Ability to work in a multi-office environment.
Normal office environment. Incumbent is expected to work the hours necessary to fulfill the responsibilities of the position. Flexibility for travel is a requirement for this position. 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.
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