Principal Orders Assistant

Job description

Hyde Park Campus

454730302 Tech Srvc-Mono Order

About the Unit

Job Information

Job Summary:

Under the direction of the Supervisor of Library Orders, performs a wide range of library tasks, primarily maintaining the effective flow and execution of orders placed in the Monographic Orders section in all languages (except Chinese, Japanese, and Korean), including Slavic, Middle Eastern, South Asian, and Hebrew, for the Regenstein Library and all satellite libraries (except the Law library).


  • Assists the Supervisor of Library Orders in organizing and delegating the daily workflow for staff and student assistants (3-5 FTE), including the following functions (30%):
    • Searching and ordering rush, high priority, and patron requested materials, including special collections and archival items.
    • Providing patron notification.
    • Managing pre-order searching in the Library's online systems.
    • Placing monographic orders.
    • Keying-in bibliographic records.
    • Setting up and referring approval and blanket orders.
    • Processing returns (firm orders and approvals).
    • Claiming outstanding orders.
  • Organizes and edits incoming order requests, determines vendors, commits prices, and assigns book plates. (20%)
  • Serves as primary contact for high priority, second-hand, and out-of-print orders; performs complex searches for Special Collection materials; and processes course reserve orders and patron requests, including: searching, referral to subject specialists, batching, and ordering requested titles. (15%)
  • Communicates with vendors to resolve outstanding order problems; analyzes and solves complex problems pertaining to orders, claims, and returns. (10%)
  • Provides additional advanced-level support for the Head of Acquisitions Services and the Supervisor of Library Orders, including interpreting/reviewing filters for order/receipt loads and payment, determining materials' geographical point of origin and/or language, handling cancellations/re-vends, fund review/management, and other duties as assigned. (5%)
  • Provides daily quality control for materials sent to Cataloging and Binding and Shelf-Preparation; helps maintain bibliographer referral room. (5%)
  • Assists with the management of student workers, including hiring, training, approving time records, and performance management. (10% )
  • Assists with maintenance of the Acquisitions intranet pages and provides general computer-related support. (2%)
  • Assists with training full-time staff. (2%)
  • Other duties as assigned. (1%)

  • 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.

Additional Requirements

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

  • Related library experience, or an equivalent combination of position-related education and experience required.
  • Previous work experience placing orders, as well as searching online systems and databases, required.
  • Previous experience with library processing procedures required.

Technical Skills and Knowledge:
  • Demonstrated proficiency with word processing, spreadsheet, and database software required.
  • Good reading knowledge of at least one (1) non-English, Western European language, preferably Romance or Germanic, required.
  • Detailed knowledge of world geographical areas, including major cities, required.
  • General knowledge of descriptive cataloging rules preferred.
  • Knowledge of the library book trade, both current and second hand, preferred.
  • Good reading knowledge of Russian/other Cyrillic, and/or Hebrew or Arabic, preferred.
  • Experience with web content management systems and/or web authoring preferred.

Working Conditions and Physical Requirements:
  • Office environment.
  • Ability to bend, crouch, and stoop.
  • Ability to push/pull loaded book cart.
  • Ability to lift or carry loads of 25-49 pounds.
  • 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 feel, including perceiving size, shape, temperature, or texture.
  • 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:
  • Resume

(NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.)

Pay Range: $16.90 - $24.74

Benefit Eligibility

Pay Frequency

Pay Range
Please refer to Additional Requirement above to see the pay ranges

Scheduled Weekly Hours

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

Job is Exempt?

Drug Test Required?

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

Health Screen 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.

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Full time

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Job No:
Posted: 3/13/2018
Application Due: 3/23/2018
Work Type: