Ordering Specialist

Job description

Ordering Specialist

Stanford University

Job Number:

The Acquisitions Department manages the procurement of materials purchased for the world-renowned collections of Stanford Libraries. Our department is comprised of several units, each responsible for a specific function of the procurement process. The Ordering Unit is a team of seven service-oriented specialists who manage the ordering of print and electronic resources from vendors all over the world.

The ideal Ordering Specialist…

  • Looks forward to interacting with a diverse group of colleagues, subject specialists, and vendors each day.
  • Enjoys problem solving and detailed work, but also wants to keep an eye on the big picture.
  • Is comfortable working with complex processes and procedures.
  • Will use creative approaches to situations where the most applicable procedure is unclear.
  • Exercises sound judgment in evaluating ordering alternatives.
  • Values an organization that supports the collection of rare and specialized research materials for students and faculty to discover and use.

    In this key role, you will…
  • Work directly with subject specialist Librarians to fulfill acquisition requests for print and electronic materials in various languages.
  • Serve as the main contact and resource for ordering materials in subject and/or language-specific collection areas.
  • Establish and maintain professional relationships with external service providers, including foreign and domestic vendors, publishers, and content providers.
  • Communicate internally with Technical Services staff to regularly solve complex problems in acquiring monograph, serial, database, e-book, e-journal, media, government document, map, special collection, out-of-print, and other unique library materials.


  • Receives and responds to high volume of order requests from subject librarians for print, electronic, and media resources.
  • Expertly searches requests and places orders in the library system and vendor databases or online catalogs.
  • Imports or creates brief bibliographic records in MARC record format.
  • Assists with e-resource lifecycle management.
  • Performs routine maintenance on order records. Claims, redirects, closes, or cancels outstanding orders.
  • Works closely with department units to resolve ordering and access related issues.
  • May be assigned project leadership, Expert Partner (initial tech support contact), or other duties based on operational need.


    Two-year college degree plus three or more years of experience in an academic library, or equivalent combination of education and relevant experience.


  • Demonstrated consistent accuracy and attention to detail while maintaining a high level of productivity.
  • Demonstrated ability to apply a wide and diverse knowledge base of policies, evaluate alternatives, and choose effective, timely solutions, in situations not thoroughly documented by procedures.
  • Demonstrated ability to make appropriate judgments about productive use of one's own time.
  • Proficiency using computer applications (email, internet, Microsoft Word, Microsoft Excel).
  • Demonstrated ability to work independently and as a team member.
  • Demonstrated ability to develop positive working relationships.
  • Excellent oral and written communication skills.
  • Excellent analytical and problem-solving skills.
  • Demonstrated ability to adapt to changing needs.


  • Four-year college degree or equivalent experience working in academic disciplines or using foreign languages skills.
  • Reading and writing knowledge of at least one foreign language represented in the following regions: Western Europe, Latin America, Africa, Eastern Europe and Baltic States, Russia and Eurasia, South Asia, Israel.
  • Experience using an integrated library system (such as SirsiDynix Symphony) and online project management and collaboration tools (such as Atlassian JIRA and Confluence).
  • Experience creating bibliographic records.
  • Excellent keyboarding skills and physical tolerance for at least six hours per day of keying.


  • Ability to push a cart weighing up to 650 lbs. that requires an initial push force up to 70 lbs.
  • Ability to work in an environment that is dusty and or moldy
  • Ability to lift books that are up to 10 pounds
  • Ability to kneel and reach
  • Must be able to stand for many hours

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

    Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job Code: 1733

    Job Grade: E


    Location: University Libraries, California, United States
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.





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    Job No:
    Posted: 5/17/2018
    Application Due: 7/17/2018
    Work Type: