Librarian III_Medical Library

Summary of Work Activities and Responsibilities
The Medical Library Head is responsible for setting the strategic direction and overseeing the day-to-day operations of the Medical Library in the Ortigas Campus. This position is also expected to perform librarian function.

Main Duties and Responsibilities

I. Section Management

• Sets the direction and operational goals of the Section in alignment with the mandates of the Rizal Library and the Cluster

  • Conduct assessment and evaluation of the Section’s processes and initiatives, ensuring continuous improvement, maintenance and adjustment in initiatives and service delivery

  • Develops and applies metrics to systematically monitor goal achievement

• Leads the development of library policies, procedures, and standards pertinent to the Section, and contributes to the formulation of general policies for the Rizal Library

  • Benchmarks best practices and emerging technologies to enhance Section resources and services

  • Reviews and refines existing policies, addressing gaps and leveraging opportunities for improvement

  • Monitors policy implementation to ensure compliance and operational integration

  • Reviews and provides recommendations for the library section of the Student Handbook and Faculty Manual of the Ateneo School of Medicine and Public Health (ASMPH)

• Manages the performance of the employees in the Section through proper mentoring, setting standards/targets, monitoring, evaluating performance, providing feedbacks, determining employees training needs and providing development opportunities

  • Cultivates a collaborative work culture, ensuring strategic alignment and effectively addressing operational challenges

• Collaborates with the Rizal Library Executive Team, other Section Heads, and relevant internal and external stakeholders on library operations, information literacy and shared initiatives, and other services

• Prepares, monitors, and manages the Section’s budget and expenditures, recommending cost-effective strategies

  • Prepares and submits budget requests, financial reports, statistical reports, project reports, and special reports required from the Section

  • Reviews the Section’s ledgers and cash reports, ensuring that all collected charges are accurately recorded and remitted to the Office of the Bursar

  • Reviews billings and statements of account for proper allocation of expenses, and compliance with budgetary and financial guidelines

• Ensures the upkeep and optimization of the Section’s physical spaces and supplies to support learning, research, and library engagement

  • Recommends functional layouts, furniture, and fixtures suitable for the Section’s needs

  • Coordinates with the Office of the University Librarian regarding maintenance and job orders requirements

  • Assesses facility and supply needs, and provides well-founded recommendations and justifications to support operational requests

• Oversees security and order within the Rizal Library Ortigas in coordination with relevant offices to ensure a safe and orderly environment

• Oversees the maintenance of the library system, and manages the ASMPH Turnitin account and subscription to ensure seamless access and functionality

II. Library User/Client Support

• Attends to in-depth queries and reference questions from library users

• Monitors and responds to online library queries and requests (e.g., email, social media platforms)

• Provides Reader’s Advisory Services to guide users on materials relevant to their research and interests

  • Provides real-time guidance on the effective use of online resources

  • Prepares bibliographic listings on specific topics, as requested

• Facilitates the processing of Document Delivery Services (DDS) requests by locating unavailable articles in subscribed databases and coordinating with partner libraries

• Organizes and conducts library orientations and guided tours of the Section and the Rizal Library

• Develops and facilitates tutorials and training sessions on basic and advanced research, including the use of the library’s online resources

• Creates library signages, guides, and Frequently Asked Questions (FAQs) to support user navigation and research

• Coordinates with the OUL and/or the Office of the Vice President for Digital Information and Technology Services (OVP-DITS) to ensure a reliable and accessible system for electronic resources both on- and off-campus

  • Facilitates remote access to library resources for eligible ASMPH faculty and students

  • Monitors the encoding of faculty and student library users into the library system

• Oversees the printing, scanning, and media burning services offered by the Section, to ensure efficient delivery and quality standards

• Oversees the management and encoding of registration holds for students with library deficiencies, in coordination with the Office of the Registrar (OUR).

III. Collection Development, Maintenance, and Promotion

• Recommends and evaluates existing and potential collections for acquisition, de-selection, repair, preservation, and/or digitization

  • Evaluates and recommends materials for weeding and facilitates the approval process for their deaccessioning

  • Organizes book fair visits or book selection trips in search of potential collections

  • Facilitates trial access to online resources, and monitors the renewal and delivery of library subscriptions

  • Submits purchase requests for books and subscriptions for approval to the ASMPH Library Committee, Office of the Associate Dean, and the Dean

  • Submits the approved purchase requests or subscription renewals to the Acquisitions Section for payment processing

• Performs archival work to ensure the long-term preservation and accessibility of special collections (e.g., PH papers)

• Accessions, classifies, and organizes the Section’s collections

  • Develops and implements retrieval guides (e.g., finding aids, indexes, descriptions, labels) to facilitate efficient access to the collection

  • Manages and maintains the Section’s database, and uses the data to develop electronic finding aids

  • Curates relevant materials to support teaching, learning, and research

  • Monitors the usage of online resources

• Evaluates library databases and system applications for functionality and relevance

• Oversees the inventory of library materials, ensuring they are accessible, up-to-date, and appropriately placed between general circulation and the reserve section

  • Closely monitors the borrowing and return of books to safeguard against vandalism and mutilation

• Assesses and evaluates the usability of online databases and provides recommendations for future acquisitions

• Promotes and collaborates with stakeholders—within the Rizal Library, the University, and external partners—on the use and development of the Library’s collections and services

  • Establishes and maintains linkages and professional networks within the library community and local libraries

  • Plans, develops, and manages programs and initiatives to enhance the use of Rizal Library’s collections and services

  • Promotes and disseminates information about library activities and services

• Represents the Library in professional organizations such as the Medical and Health Librarians Association of the Philippines (MAHLAP) and the Nutrition Research Information Network (NUTRINET)

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.