Posting Details
Position Information
Position Title
Acquisitions and Collections Assistant
Position Type
Regular
Job Number
SA81724
Full or Part Time
full-time 40 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$23.00-$25.00
Pay Range Information
Chapman University is required to provide a reasonable estimate of
the compensation range for this position. This range takes into
account a variety of factors that are considered in making
compensation decisions, including experience, skills, knowledge,
abilities, education, licensure and certifications, and other
business and organizational needs. Salary offers are determined
based on the final candidate’s qualifications and experience, as
well as internal equity and other internal factors. The anticipated
pay range is not a promise of a particular wage.
Position Summary Information
Job Description Summary
Under the supervision of the Collection Services Librarian, the
Acquisitions and Collections Assistant supports the Law Library’s
collections by acquiring, processing, and maintaining materials.
This position handles ordering, receiving, and financial tracking
of library materials. In addition, this position performs
collections and database quality control tasks, filing loose-leaf
and serial updates, and assisting with database and collection
maintenance projects. Additional responsibilities include shifting
materials, creating and updating procedural documentation,
assisting with training staff and student workers, providing
regular Circulation Desk coverage, and completing special projects
and other duties as assigned.
Responsibilities
Acquisitions and Financial Processing
- Process purchase orders and law library invoices.
- Monitor and reconcile library funds and purchase orders.
- Assign fund codes, obtain payment authorizations, and send
invoice to Accounts Payable.
Communicate with library vendors, place claims, review account
statements, identify and resolve payment problems and
discrepancies. Process cancellations and returns.
Verify receipt of library materials and confirm purchase order
information.
Create and edit check-in, holdings, and invoice records in the
ILS, and process for payment in financial systems.
Maintain library invoice and financial records.
Update and maintain documentation.
Collections Maintenance and Database Quality Control
- Maintain holdings for print and electronic serials.
- Assist with weeding and withdrawal of materials.
- Assist with shifting material in the print collection.
- Assist with filing updates for print materials.
- Update and maintain procedural documentation.
- Edit and update bibliographic records in the ILS .
- Update and correct electronic resource links.
- Assist with database and collection maintenance projects as
assigned.
- Update and maintain procedural documentation.
Circulation Department services and functions
- Assist library users at the Circulation Desk.
- Supervise student employees; assist with hiring, training,
scheduling, and evaluating student employees.
- Assist in developing and enforcing Circulation policies and
procedures.
- Use and assist in the administration of the circulation module
of the ILS .
- Communicate with Law Library, Law School, and University
departments regarding library access, security, facilities, and
student employment
- Assist in maintaining the reserve collection.
- Respond to faculty requests, including locating and delivering
library material and maintaining faculty course reserves and sample
exams; communicate regarding the status of requests.
- Fill ILL requests, both borrowing and lending; keep ILL
statistics; communicate with patrons and other libraries regarding
the status of ILL requests.
- Assist patrons with locating resources using the online public
access catalog
- Assist patrons with library equipment including photocopiers
and microform machines
- Collaborate with other library staff to maintain an environment
conducive to study and research for our primary patrons.
Required Qualifications
- Proficiency with Microsoft Word and Excel. Technical skills to
learn and use enterprise system and department tools.
- Ability to learn, interpret and comply with university policy
and procedures.
- Strong service orientation and problem-solving skills.
- Ability to work independently and with others in a
collaborative team environment.
- Ability to take direction, follow established procedures and
directions, and learn new technologies, tools, and processes.
- Strong organizational skills and attention to detail.
- Excellent written, verbal, and interpersonal communication
skills in an environment with multiple concurrent projects and
tasks
- Commitment to expanding, improving, and promoting library
services.
- Demonstrated writing skills to produce clear, concise, accurate
documentation.
- Ability to use tact and diplomacy and maintain a high level of
confidentiality.
Desired Qualifications
- Bachelor’s degree; or an equivalent combination of education
and experience.
- MLIS ; or an equivalent combination of education and
experience.
- Two years of experience working in an academic library.
- Experience in accurately processing invoices and tracking
budget activities, preferably in an academic library.
- Skill in reading, interpreting, or editing MARC bibliographic
records.
- Working knowledge of RDA cataloging standards, the Library of
Congress Classification system,
- and Library of Congress Subject Headings.
- Experience using cataloging tools such as OCLC Connexion, OCLC
Collection Manager,
- MARCEdit, or Classification Web.
- Experience with the Innovative Sierra or FOLIO ILS .
- Experience with financial systems, preferably PeopleSoft.
Special Instructions to Applicants
At Chapman University, we believe collaboration thrives through
in-person engagement. This position is fully on campus, and
employees work alongside colleagues, faculty, students, and staff
each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides
equal employment opportunities to all individuals, regardless of
their protected characteristics. All qualified applicants and
employees are encouraged to apply and will receive consideration
for employment without regard to race, color, religion, age, sex,
sexual orientation, gender identity, gender expression, national
origin, ancestry, citizenship status, physical disability, mental
disability, medical condition, military and veteran status, marital
status, pregnancy, genetic information or any other characteristic
protected by state or federal law.
Applicants for Staff and Administrator positions must be currently
authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion
and outcomes of a criminal background screening and returning to
the Office of Human Resources a signed original acceptance of the
Chapman University Agreement to Arbitrate.
Minimum Number of References
3
Maximum Number of References
5
Pre-screening Questions
Required fields are indicated with an asterisk (*).
- * Do you have experience in reading, interpreting, or editing
MARC bibliographic records?
- * Do you have experience working with staff modules of an
integrated library system?
- * Do you have experience working with the Innovative Sierra
ILS?
- * Do you have a working knowledge of RDA cataloging standards,
the Library of Congress Classification system, and Library of
Congress Subject Headings?
- * Do you have experience using PeopleSoft applications, Concur,
and experience with procurement card reconciliation as it pertains
to library budgets or other academic department budgets? Please
specify.
(Open Ended Question)
Applicant Documents
Required Documents
- Resume
- Cover Letter
- 3 References Listed on One Page
Optional Documents
