Key Responsibilities and Required Skills for Assistant Librarian

🎯 Role Definition

The Assistant Librarian provides frontline library services, supports collection management, maintains library systems, and delivers instructional and reference support to patrons. This role works closely with a Head Librarian or Library Manager to execute daily operations, develop programs, manage metadata and cataloging tasks, and participate in strategic initiatives to increase access to information and enhance user experience—across physical and digital collections.

📈 Career Progression

Typical Career Path

Entry Point From:

Library Assistant / Library Technician
Research Assistant or Academic Support Assistant
Recent graduate with MLIS / LIS practicum experience

Advancement To:

Librarian (subject specialist or reference librarian)
Head Librarian / Library Manager
Collections Manager / Digital Services Coordinator

Lateral Moves:

Metadata Specialist
Instructional Librarian / User Experience (UX) Specialist
Archives or Special Collections Assistant

Core Responsibilities

Primary Functions

Provide high-quality reference and research assistance in-person, by phone, email, and virtual chat, using subject knowledge and library resources to answer complex queries, support literature reviews, and direct patrons to appropriate databases and archival materials.
Perform original and copy cataloging of physical and digital materials according to national and international metadata standards (e.g., MARC21, RDA, Dublin Core), ensuring accurate bibliographic records and authority control for efficient discovery.
Manage circulation operations including checking materials in/out, registering patrons, renewing loans, resolving fines and account issues, and maintaining accurate borrower records in the integrated library system (ILS).
Assist in collection development and maintenance by conducting selection recommendations, advising on acquisitions, executing weeding projects (collection maintenance), and identifying gaps in subject coverage based on usage statistics and patron feedback.
Coordinate interlibrary loan (ILL) and document delivery services: process borrowing and lending requests, track shipments, manage licensing and copyright compliance, and troubleshoot fulfillment issues.
Instruct patrons and campus users in information literacy, database searching, citation management, and use of library technology through scheduled workshops, one-on-one consultations, course-integrated instruction, and online learning modules.
Support digital services and digital collections by contributing to digitization projects, uploading and describing items in institutional repositories, managing access rights, and ensuring long-term preservation best practices.
Maintain and troubleshoot library systems, including the ILS, discovery layers, electronic resource management (ERM) platforms, and subscription databases; coordinate with IT and vendors for upgrades and system maintenance.
Develop and deliver outreach and engagement programs such as story times, author talks, community events, book clubs, and exhibitions to increase public awareness and library patronage.
Supervise, train, and schedule library support staff, student workers, and volunteers; develop training materials, delegate tasks, and conduct performance feedback to ensure consistent service delivery.
Monitor and analyze circulation statistics, program attendance, and resource usage to produce reports that inform collection decisions, budgeting priorities, and strategic planning.
Assist in budgeting and procurement for materials and supplies—prepare purchase orders, track expenditures, reconcile invoices, and negotiate with vendors for cost-effective subscriptions and purchases.
Manage physical spaces and facilities: coordinate study room reservations, maintain signage and displays, ensure accessibility and safety standards are met, and liaise with facilities management for repairs and maintenance.
Ensure compliance with legal, ethical, and institutional policies related to privacy, copyright, intellectual property, and records retention; advise staff and patrons on acceptable use policies.
Curate library displays and marketing content—write descriptive blurbs, create social media posts, update web pages, and design promotional materials to highlight collections, services, and events.
Execute metadata cleanup and migration projects during system conversions, ensuring data integrity, mapping metadata fields appropriately, and testing discovery functionality prior to go-live.
Support special collections and archives by assisting with accessioning, arrangement and description, environmental monitoring, and reference services for rare or unique materials.
Participate in collection assessment projects such as usage analysis, overlap studies with consortia, and de-duplication initiatives to streamline holdings and identify collaborative purchasing opportunities.
Coordinate accessibility services and assistive technologies for patrons with disabilities—maintain adaptive equipment, provide alternative formats, and liaise with disability services offices.
Contribute to policy development and procedural documentation—draft and update standard operating procedures, circulation policies, and emergency response plans.
Manage serials and periodicals subscriptions: renewals, check-in procedures, claim missing issues, and update holdings in serials management systems.
Serve on committees and cross-departmental teams to support institutional goals such as retention, student success, community outreach, accreditation, and open educational resources (OER) initiatives.
Support fundraising, grant-writing, and donor relations by preparing narratives, compiling usage data, and providing program impact statements for proposals and reports.

Secondary Functions

Assist in coordinating remote and hybrid service delivery models including curbside pickup, virtual reference, and online booking systems to improve user access.
Support pilot projects for new technologies (e.g., makerspaces, digital scholarship platforms, discovery tools) and provide user training and documentation.
Participate in disaster planning and recovery efforts: assist with salvage priorities, emergency contact lists, and preservation of vulnerable collections.
Provide backup support for administrative tasks such as room scheduling, event logistics, petty cash reconciliation, and basic HR onboarding for student employees.
Represent the library at community meetings, faculty committees, or consortium gatherings when senior staff are unavailable.
Compile and maintain vendor and supplier contact lists; coordinate equipment leases, renewals, and warranty claims.
Assist with compliance reporting for grants, accreditation, or state/federal library reporting requirements.
Facilitate community partnerships and outreach with schools, nonprofits, and cultural organizations to expand program offerings and resource sharing.

Required Skills & Competencies

Hard Skills (Technical)

Integrated Library Systems (ILS) administration and daily operations (e.g., Ex Libris Alma/Primo, Sierra, Koha, SirsiDynix).
Cataloging and metadata creation using MARC21, RDA, AACR2, LCSH, and authority control best practices.
Experience with discovery layers, ERM systems, and link resolvers for e-resources management.
Proficiency with digital repository platforms and institutional repositories (e.g., DSpace, CONTENTdm, Islandora) and basic knowledge of digitization workflows.
Knowledge of metadata schemas and standards (Dublin Core, METS, MODS) and metadata mapping during migrations.
Ability to manage interlibrary loan systems and resource sharing platforms (e.g., OCLC WorldShare, ILLiad).
Familiarity with electronic resource licensing and negotiation, including COUNTER and KBART knowledge.
Basic systems troubleshooting and ability to coordinate with IT or vendors on software updates, SSO, API integrations, and authentication (e.g., Shibboleth).
Competency with bibliographic management tools (EndNote, Zotero, Mendeley) and ability to teach citation management.
Experience building instructional materials and using learning management systems (LMS) for course-integrated library instruction.
Working knowledge of preservation, archival practices, and handling of special collections materials.
Competence in using Microsoft Office Suite, Google Workspace, and content management systems for web publishing.
Familiarity with data analysis and reporting tools (Excel advanced functions, library analytics dashboards, Google Analytics).
Understanding of accessibility standards (WCAG) and assistive technologies for equitable access.

Soft Skills

Strong customer service orientation with patience, empathy, and a solutions-focused approach to patron interactions.
Excellent written and verbal communication skills for instruction, outreach, and policy documentation.
Strong organizational skills and attention to detail in cataloging, shelving, and record-keeping.
Ability to prioritize competing tasks in a busy service environment and adapt to evolving library needs.
Collaborative team player who can work across departments and build consensus.
Problem-solving mindset with initiative to identify process improvements and implement changes.
Cultural competency and commitment to diversity, equity, and inclusion in collections and services.
Teaching and public speaking skills for delivering workshops and presentations.
Confidentiality and professional discretion when handling patron records and sensitive materials.
Project management skills including planning, timelines, resource allocation, and stakeholder communication.

Education & Experience

Educational Background

Minimum Education:

Bachelor’s degree in Library Science, Information Science, Education, Humanities, or related field.

Preferred Education:

Master of Library and Information Science (MLIS), Master of Library Science (MLS), or equivalent graduate degree from an ALA-accredited program.

Relevant Fields of Study:

Library and Information Science (LIS)
Archive and Records Management
Education / Instructional Design
History, Literature, or other humanities disciplines
Digital Humanities / Information Technology
Museum Studies / Cultural Heritage

Experience Requirements

Typical Experience Range:

1–5 years of professional experience in a library, archives, or information services environment.

Preferred:

2–4+ years of experience with cataloging, reference services, digital collections, or ILS administration; experience in academic, public, or special libraries is an asset.