Supervisor, Library Orders

Job description

Hyde Park Campus

454730302 Tech Srvc-Mono Order

About the Unit

Job Information

Job Summary:

Reporting to the Head of Acquisitions Services and working closely with supervisors in the Serials Management, Payments, and Receiving & Rapid Cataloging units, the Supervisor, Library Orders is responsible for hiring, training, and managing four (4) FTE clerical employees and two (2) FTE student employees within the Monographic Orders department at the University of Chicago Library. This position oversees various processing functions to ensure that orders are placed in a timely manner using the Library's online systems.


People and Process Management (40%):

  • Responsible for all management duties, including hiring, training, and performance management for four (4) FTE clerical employees and two (2) FTE student employees.
  • Direct, distribute, and oversee work of the unit, including the following functions:
    • Pre-order searching and post-order deduplication in the Library's online systems;
    • Placement of monographic orders by print purchases orders, email, online, and phone;
    • Keying-in bibliographic and order records;
    • Searching and referring gifts;
    • Searching and ordering rare/special collections, high priority, and Reserve materials;
    • Processing rush and patron-requested materials;
    • And managing data that supports efficient patron request operations; communicating with patrons on the status of their order requests.
  • Oversee record loads into the ordering and bibliographic databases, and process filters from incoming record loads into bibliographic database.
  • Manage receipt of shipments of approval plan materials and vendor online databases.
  • Responsible for quality control review and problem resolution for books-in-hand and order record input.
  • May perform any or all of the functions of the section in the unexpected absence of employees or in emergencies.

Problem Resolution (30%):
  • Print purchase orders; compile, review, and email order lists.
  • Identify and resolve non-routine order problems.
  • Regularly consult with the Head of Acquisitions Services, the Head of Collection Support, and/or selectors to resolve order-related problems.
  • Identify and refer problem invoices and receipts to the Payments unit.
  • Identify and refer monographic cataloging problems.
  • Oversee the regular claiming of unreceived materials, corresponding with vendors concerning problem orders, cancellations, claims, price adjustments, and other vendor reports.
  • With the Principal Orders Assistant, batch orders, assign funds, commit prices, assign bookplates, and research orders from the out-of-print and second-hand book market.

Operations Management and Oversight (30%):
  • Plan staffing, workflows, and distribution of incoming work to meet the goals of the section.
  • Ensure that documentation and procedures for the unit are thorough, current, accurate, and are proactively modified over time to address changes in workflows, technology, and increase efficiency.
  • Compile and distribute relevant statistics.
  • Maintain database for the section's monthly statistics.
  • Provide information and advice to the Head of Acquisitions Services in matters concerning the unit.
  • Coordinate assigned operations with other sections in Acquisitions and the Library.
  • Attend meetings, training sessions, or other library functions, and participate actively in discussions related to long-term distribution of duties and workflows.
  • Other duties as assigned.

  • Demonstrated ability to communicate clearly and concisely verbally and in writing required.
  • Demonstrated critical thinking and analytical skills required.
  • Demonstrated ability to effectively train and teach others required.
  • Excellent interpersonal skills and the ability to work as a team with the Head of Acquisitions Services, other Technical Services supervisors, and interact with clarity, tact and courtesy with Library staff, vendors, and others, required.
  • Demonstrated organizational skills and strong attention to detail and accuracy required.
  • Demonstrated ability to manage complex tasks, projects, and workflows required.
  • Demonstrated ability to multitask and handle frequent interruptions required.
  • Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required.
  • Demonstrated sound judgment and effective, independent problem-solving and decision-making skills required.

Additional Requirements

  • Bachelor's degree, or an equivalent combination of education and experience, required.

  • At least two (2) years of related library experience and/or purchasing experience required.
  • Supervisory experience required.

Technical Skills and Knowledge:
  • Demonstrated knowledge of searching online databases required.
  • Demonstrated knowledge of word processing, spreadsheet, and database software required.
  • Reading knowledge of at least one (1) non-English, Western European language, preferably Romance or Germanic, required.
  • Detailed knowledge of world geography, including major cities, required.
  • Knowledge of the book trade, both current and second hand, preferred.
  • Reading knowledge of Slavic, Hebrew, and/or Arabic languages preferred.
  • Knowledge of acquisitions and technical services processing procedures preferred.
  • Knowledge of descriptive cataloging rules preferred.

Working Conditions and Physical Requirements:
  • Office environment.
  • Ability to bend, crouch, or stoop.
  • Ability to push/pull loaded book carts.
  • Ability to carry or lift loads of up to 25 lbs.
  • 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 job.
  • Effective audio-visual discrimination and perception.
  • Ability to Use Standard Work Station Equipment.
  • Ability to Use Standard Office Equipment.

Required Documents:
  • Cover Letter
  • Resume
  • Reference Contact Information

Pay Range: Depends on qualifications

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Background Check Required?


Posting Date

Remove from Posting On or Before

Posting Statement:

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

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: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

Full time

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Job No:
Posted: 2/21/2018
Application Due: 4/13/2018
Work Type: