Acquisitions Associate

4 weeks ago

Richmond, United States University of Richmond Full time
Acquisitions Associate - 500478

SUMMARY:

The Library Acquisitions Associate coordinates the workflow of library collection materials purchasing. The primary responsibilities of this position are: placing and tracking orders and payments in the integrated library system (ILS) as well as the university's enterprise resource procurement (ERP) system, ensuring that invoices are processed, identifying and correcting errors and exceptions, reconciling purchasing card transactions, and receiving materials ordered. The position collaborates and consults with fellow Budget, Acquisitions, and Discovery division members to help make operations more effective and responsive to the needs of library users.

RESPONSIBILITIES:

Procurement Administration
  • Submits batch or individual orders for materials in the online system of the library's vendors (GOBI, EBSCO, etc.) or direct to publishers when applicable.
  • Batch loads vendor-supplied bibliographic records for ordered material or imports them from OCLC.
  • Identifies and selects the most appropriate third-party vendors if unavailable through usual sources.
  • Creates purchase orders in the ILS.
  • Receives and updates the status of monographic and audiovisual materials purchases in the ILS.
  • Manages and orders new serials subscriptions, standing orders, and memberships.
  • Processes invoices for payment. Includes checking charges and totals, rectifying any problems, entering payment information into the ILS, and providing the budget information needed in the accounting office. The same procedures apply for credit memos.
  • Reconciles the purchasing card transactions through the online system.
  • Maintains communication concerning the ordering processes with vendors, publishers, University Academic Depts., and Library faculty and staff (i.e. personal contact, e-mail, or any other form of communication deemed necessary).
  • Maintains files of receipt and payment records for library materials (minimum of 5 years).
  • Reviews open orders quarterly and follows up with suppliers.
  • Identifies redundancies and areas for streamlining workflow.
Inventory Control
  • Conducts pre-order searches on monographic materials selected by liaison librarians to eliminate duplication.
  • Verifies format preferences of selected materials.
  • Identifies materials that have not been received and submits claims.
Electronic Resources Support
  • Collects vendor-supplied usage reports annually as well as on-demand.
  • Loads vendor-supplied usage reports into the library's electronic resource management system (ERMS) or ILS.
Shared Responsibilities
  • Coordinates with Head, Library Systems and Metadata Services to assist with metadata and transcription projects.
  • Assists Assistant Head of Access Services with binding/preservation projects.
  • Performs other acquisitions duties as assigned.
QUALIFICATIONS:
  • General knowledge of Microsoft Office Products.
  • Thorough knowledge of the Acquisition component of an Integrated Library System.
  • Strong working knowledge of integrated enterprise resources management systems,
  • Able to read, interpret, and apply policies, procedures, and practices.
  • Capable of adding, subtracting, multiplying, and dividing in all units of measure, using whole numbers, common fractions, and decimals.
  • Capable of handling multiple priorities, making independent decisions, and resolving problems.
  • Detail-oriented with a commitment to thorough and accurate work.
  • Interprets a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Strong analytical and problem-solving skills.
  • Strong communication and organizational skills.
  • Work effectively with others and with little supervision.
  • Work simultaneously on multiple projects with varying deadlines and fluctuations in workload.
EDUCATION & EXPERIENCE:

Bachelor's or Associate's degree with some coursework in Business and/or Accounting or equivalent combination of education and experience required. Minimum of 2 years of library acquisitions or comparable university procurement experience preferred.

WORK HOURS:
  • Full-time, non-exempt position
  • Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week

SALARY STRUCTURE:

Pay Grade 4 (Hiring Range $18.18 to $22.72 per hour)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

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