Ordering Acquisitions Specialist

Job Type: Location Type: On-site

 

Department
Library C & A – Tech Serv – Acquisitions – Mono Orders

About the Department
Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff.

As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and university holidays), we’re committed to providing benefits and a work environment that matters!

Job Information

Job Summary:

Under the direction of the Supervisor of Ordering, the Acquisitions Specialist performs a wide range of library tasks related to the order and receipt of monographic material in a variety of print and media formats and languages except Chinese, Japanese and Korean. The position also supports ordering and receiving activities for high priority and specialized material for the Regenstein Library and its satellite libraries, except the D’Angelo Law Library. The Acquisitions Specialist carries out routines in support of ordering, receiving and ‘rapid cataloging’ workflows that help the Library get resources into the library collection for patron use. These routines require attention to quality and data control and library record management through a variety of vendor and local systems. The Acquisitions Specialist works closely with the Supervisor as well as other members of the Acquisitions Section and Library. While trained in all aspects of ordering and receiving, the distribution of work during the fiscal year will depend on need and section priorities.

Responsibilities:

• Orders and/or receives library materials including high-priority items and complex materials to include rush items, special collections, specialized or archival materials, eBooks, digital files and streaming video in addition to print monographs.
• Works with materials supplied worldwide from a variety of sources including book vendors, second-hand and antiquarian dealers and booksellers and through a variety of means including supplier websites and platforms, email, phone, or fax.
• Places and maintains library orders, either individually or in batch, and receives library materials through the integrated library system (ILS) and other local systems in support of library collections, communication and management.
• Updates a variety of ILS records manually, in batch, and via spreadsheets to reflect choice of vendor, accurate pricing information, and donor plating. Updates the ILS purchase order, and receiving, holdings and item records through established workflows and performs rapid cataloging on bibliographic data in tandem with local cataloging practice.
• Applies working knowledge of general cataloging rules to assess, export and create bibliographic data in support of acquisitions, routing and cataloging functions, working in a cooperative catalog (OCLC) in tandem with the ILS.
• Resolves problems related to ordering and receiving workflows, communicating with selectors, payment staff, cataloging, patrons, and vendors as required.
• Is knowledgeable about how automated data loading intersects with ordering and receiving workflows to support workflow quality control.
• Processes claims, cancels orders, processes returns, and tracks vendor responses.
• Performs other duties as assigned.

Competencies:

• Strong interpersonal, verbal, and written communication skills. Ability to establish and maintain relationships at all organizational levels.
• Must show initiative, accuracy, thoroughness, and the ability to work independently and efficiently.
• open and willing to work with a team representative of different backgrounds and perspectives.
• Ability to use discretion in everyday tasks with confidence and approaches everyday tasks with a problem-solving mindset open to different possibilities.

Additional Responsibilities

Education, Experience, and Certifications:

Education:

• High school diploma or equivalent required.
• Bachelor’s degree preferred.

Experience:

• One year of related experience in purchasing (procurement) or library technical services required.
• Ability to communicate effectively in English, both orally and in writing is required.
• Ability to use and to learn a range of position-related software, web-based applications, and library systems is required.
• Ability to work effectively with supervisor and as a part of a team is required.
• Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology is required.

Technical Knowledge or Skills:

• Reading knowledge of at least one foreign language required with preference toward knowledge in Perso-Arabic scripts strongly preferred.
• Ability to learn a range of position-related software applications.
• Working knowledge of Microsoft Office and Google Drive.
• Intermediate knowledge of MS Excel or other spreadsheet software.
• Familiarity with library-specific systems, databases, and other academic electronic resources.
• Knowledge of MARC or other cataloging standards.
• Experience creating, maintaining, and/or managing metadata or other structured data, (e.g., manipulating data in an institutional database or managing research data).

Working Conditions and Physical Requirements:

• Ability to bend, crouch, or stoop.
• Ability to push/pull loaded book carts.
• Ability to carry or lift loads of up to 49 lbs.
• Ability to push and pull full book trucks.
• Ability to see, including color, depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
• Ability to sit for 4 hours or more.
• Ability to use computers extensively for 4 hours or more.
• Ability to make repetitive wrist, hand, or finger movements.
• Ability to operate equipment necessary to perform work.
• Effective audio-visual discrimination and perception.
• Ability to Use Standard Workstation Equipment.
• Ability to Use Standard Office Equipment.

Pay Range:

• $20.14 – $29.48 per hour

Required Documents:

• Resume

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Benefit Eligibility

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Pay Rate Type
Hourly

Pay Range
$20.14 – $29.48
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Scheduled Weekly Hours
37.5

Union
024- Local 743, I.B.T. Clerical

Job is Exempt
No

Drug Test Required
No

Health Screen Required
No

Motor Vehicle Record Inquiry Required
No

Posting Date
2025-05-28

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.