Acquisition Specialist - University of Chicago

Under the direction of the Monographic Orders Supervisor, 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 for 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 a range of workflow 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 and workflows 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 including 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 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 both manually and via batch means to reflect the 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 local cataloging practice to assess, export, and create bibliographic data in support of acquisitions, routing, and cataloging functions, referencing a cooperative catalog (OCLC) in tandem with the ILS.
• Process invoices according to local practice, working closely with payments staff on any problems that arise.  Manages a variety of instructions at the request or piece level related to special processing and routing of library materials.
• Manages a variety of instructions at the request or piece level related to special processing and routing of library materials.
• Resolves problems related to ordering and receiving workflows, communicating with selectors, payment staff, cataloging, patrons, and vendors as required.

Competencies:

• Communicates effectively and with influence.
• Exhibits resilience and optimizes resources.
• Celebrates Diversity & Inclusion.
• Displays Courage & Conviction.
• Displays Emotional Intelligence.

Qualifications

Competencies:

• Candidates must demonstrate the following competencies: manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others; communicate effectively in English, both orally and in writing; identify priorities; recognize and resolve or refer problems; work effectively with supervision and as a part of a team; the ability to use or learn a range of position-related software applications, including standard software packages, library systems, email, and intranet.
• Demonstrated critical thinking and analytical skills required.
• Demonstrated ability to handle multiple priorities, deal with frequent interruptions, meet deadlines, and manage time efficiently required
• Demonstrated ability to sort, identify, and resolve problems quickly and effectively required.
• Demonstrated sound judgment and effective, independent problem-solving and decision-making skills required.
• Ability to effectively train and teach others required.
• Ability to manage complex tasks and projects independently required.
• Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required.

Education:

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

Experience:

• One year of related experience in purchasing (procurement) or library technical services is required.
• Ability to communicate effectively in English, both orally and in writing required.
• Ability to work independently, interpret complex instructions, recognize and act in accordance with departmental priorities, and exercise discretion in the execution of all duties required.
• Ability to manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, staff, faculty, students, and others required.
• Ability to use and learn a range of position-related software, web-based applications, and library systems required.
• Ability to recognize and resolve or refer problems required.
• Ability to work effectively with supervision and as a part of a team required.
• Willingness and ability to follow procedures and policies required.
• Ability to sustain strong attention to detail over long stretches of time required.
• Ability to multitask and handle frequent interruptions required.
• Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required.

Technical Knowledge or Skills:

• Ability to learn a range of position-related software applications required.
• Working knowledge of Microsoft Office and Google suite required.
• Reading knowledge of at least one foreign language is required; knowledge in perso-arabic scripts preferred.

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:

$18.61 - $27.24 hourly.

Required Documents:

• Resume
• Cover Letter

To Apply

To apply for this position, external candidates must submit an application and any other required materials through https://uchicago.wd5.myworkdayjobs.com/External/job/Chicago-IL/Acquisition-Specialist_JR18595. Internal candidates must apply by logging into Workday and selecting the Career worklet; for more information, please see How to Apply for a UChicago Job (Current Employee) QRG. Resumes sent via mail, fax, or email will not be considered. For more information, please see https://www.uchicago.edu/careers/.

Employees must comply with the University's COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward .

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

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: https://safety-security.uchicago.edu/clery_act_reporting/annual_security_report/. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Requisition Number: JR18595
Division /Dept. / Unit: Collections and Access / Technical Services / Acquisitions Services/ Mono Orders
Reports to: Supervisor, Library Orders
Work Schedule: 37.5 hours per week; Monday - Friday, 8:30 a.m. - 5:00 p.m.
This position is represented by the Collective Bargaining Agreement.