Acquisitions and Electronic Collections Management Assistant
Acquisitions and Electronic Collections Management Assistant
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Job Description
Position Title & Department:
4964
The Helen K. and James S. Copley Library located on the west end of the campus currently houses over 500000 volumes. Collections include books journals reference works databases government documents newspapers and electronic journals in many languages as well as maps videos sound recordings microforms and rare books.
The University of San Diego a contemporary and engaged Contemporary Catholic institution was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972 USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth goodness and beauty. Inspired by this centuries old tradition of Catholic higher education the University welcomes people of all faith traditions and any or no religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanitys urgent challenges.
Reporting to the Senior Electronic and Open Content Librarian in coordination with the Head of Collections Access and Discovery the Library Assistant Acquisitions and Electronic Collections Management oversees payment for library materials and assists with the maintenance and assessment of library electronic resources. This position works closely with the Senior Electronic and Open Content Librarian the Budget and Operations Manager campus Accounts Payable and Procurement departments and library vendors to ensure timely placement set up payment and receipt of electronic resource orders. This position analyzes tracks and manages a variety of data used in the library acquisitions process including budget and usage data to support informed acquisition decisions. Works with the Senior Electronic and Open Content Librarian and the Continuing Resources and Licensing Assistant to maintain access and troubleshoot disruption to electronic resources. Hires trains supervises and evaluates up to four workstudy assistants.
Duties and Responsibilities:
Invoice Processing and Budget Tracking:
- Receives verifies and processes all library materials invoices and credits for payment in ILS for export to university accounts system.
- Works independently to monitor and reconcile expenditures for accurate budget tracking.
- Tracks and anticipates invoice renewal schedule for regular library subscriptions.
- Coordinates with other department partners on campus to ensure payment for shared invoices.
- Maintains library resources order and invoice records in integrated library system (ILS) and communicates with vendors on discrepancies or errors.
- Works closely with the Senior Electronic and Open Content Librarian to track library resource payment statuses update ILS payment records and communicate with the Budget and Operations Manager and Accounts Payable on discrepancies or errors.
- Maintains and updates library resource budget expenditure records and provides updates and reports as needed to library management.
- Maintains and updates vendor payment profiles in university procurement system and ILS.
- Stays uptodate with current university state and federal tax requirements.
Usage Data Management and Collections Assessment:
- Harvests and compiles usage data from library vendors and maintains library usage reporting platform.
- Reports updates and changes to statistics standards from vendors.
- Analyzes usage budget and related library resources data across combined datasets to support informed collection assessment decisionmaking.
- Assists Senior Electronic and Open Content Librarian with overlap and gap analyses of library resources.
- Creates and compiles reports for internal and external sharing with various stakeholders.
- Uses existing tools and develops new tools to improve library collection data management data collection and data reporting.
Eresources Acquisitions and Access:
- Assists Senior Electronic and Open Content Librarian with activation of electronic resource orders including ejournals databases ebook packages and open access collections.
- Works with the Continuing Resources and Licensing Assistant to troubleshoot accessrelated technical issues for electronic resources including link resolution and consults with Senior Electronic and Open Content Librarian as needed regarding access problems.
General and Miscellaneous Duties:
- Hires trains supervises and evaluates up to four work study student assistants.
- Participates in library activities and committees.
- Maintains technical knowledge by attending education workshops etc.
- Maintains and revises documentation.
- Other duties as assigned.
Special Conditions of Employment:
Effective June 1 2023 based on CDC guidance the University strongly encourages all campus members to stay up to date with Influenza and COVID19 vaccination recommendations. For more regarding information USDs COVID19 protocols please visit sandiego/onward.
Background check: Successful completion of a preemployment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Minimum Qualifications:
- Bachelors degree required. A High School diploma and two years of related work experience may substitute for Bachelors degree at the rate of one year of work experience is equivalent to two years of education.
- Strong interest in data reporting required.
- Strong interest in data reporting required.
Preferred Qualifications:
- Demonstrated experience with Microsoft Excel preferred.
- Previous accounting or budget experience preferred.
- Previous library or acquisitions related work experience preferred.
- One year supervisory or leadership experience preferred.
Performance Expectations Knowledge Skills andAbilities:
- Ability to organize prioritize and perform detailoriented tasks requiring a high degree of accuracy.
- Effective verbal and written communication skills.
- Strong problemsolving math and budgeting skills.
- Working knowledge of Microsoft Office Suite and Google applications.
- Comfortable working with computer systems learning software applications including APIs and navigating websites.
- Strong skills in working with and manipulating data records.
- Ability to work with and safeguard confidential information.
- Ability to work independently with minimal supervision and meet deadlines.
- Ability to work effectively with diverse audiences.
- Demonstrates a commitment to continuous learning and to current trends related to job duties.
- Enforces and follows Copley Library and University policies.
Tools and Equipment Used:
- Ex Libris Alma Acquisitions Discovery Analytics and other staff modules.
- Ex Libris Primo VE.
- Workday; Unimarket; Springshare LibInsight.
- Online vendor resources.
- Computers; general office equipment.
- Book carts.
$20.17 $26.72 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical dental vision a retirement contribution given to you by the University and access to oncampus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.USD: Human Resources: Benefits
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience education and other factors including departmental budget.
Click the Apply Now button to complete our online application. In addition please upload a cover letter and resume to your application profile for the hiring managers review. If you have any questions or difficulties please contact the Employment Services Team at
37.5 Hours per week
Closing date: Open until filled.
Note: External job postings will be up for at least five days. After that time applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobaccofree campus. For more information visit www.sandiego/smokefree.
Employment Type
Full-Time
