Acquisitions Ordering Assistant

Job description

Hyde Park Campus

454730302 Tech Srvc-Mono Order

About the Unit
As a dynamic research and learning environment, the University of Chicago Library advances and supports the University's commitment to research and teaching, using its vast and diverse intellectual resources to help solve the world's problems. The Library is assuming new exciting roles that are vital to research, innovation, and learning at the University, while continuing to focus on building and preserving our renowned collections. We are leveraging the deep expertise of Library staff, developing services that support new avenues of research, and expanding access to and preservation of scholarly resources in ways that advance the goals of the University community and the needs of the next generation of scholars.

Job Information

Job Summary:

Under the supervision of the Supervisor, Library Orders, and closely following departmental guidelines and procedures, performs a range of routine library processes. The Acquisitions Ordering Assistant is responsible for ordering monographic material for the Regenstein Library and all satellites except for the law library. This material covers a wide range of subjects in a variety of media (books, e-books, music scores, DVDs, CDs, maps, microforms, etc.), and is in all languages except for Chinese, Japanese, and Korean. Additional responsibilities include claiming, processing approvals and gifts, maintaining vendor correspondence, resolving order problems, and reporting statistics.

Work schedule: Days: Monday – Friday. Must be able to work core hours between 9:00 am – 3:00 pm; Schedule set upon successful hire; 37.5 hours/week.


  • Create and place orders in the Library's ILS, web databases, and web ordering portals. May place orders by email, phone, fax, and online. Applies working-knowledge of general cataloging rules, create and update records in the acquisitions order database. (40%)
  • Search order requests in the Library's ILS, referring possible duplicates. (10%)
  • Search and export bibliographic records from OCLC. (10%)
  • Record maintenance: claim outstanding material, update vendor status reports, and cancel orders as appropriate; may involve corresponding with vendors via phone, fax, or email. (10%)
  • Search and refer gifts as appropriate. (10%)
  • Process approval material: create order records, refer, barcode, and route material according to library guidelines, submit invoice for payment. (5%)
  • Returns: process returns for monographic approval and firm order material. (5%)
  • Resolving routine ordering problems or referring problems as appropriate. (2%)
  • Maintaining and processing statistics. (2%)
  • Participating in seasonal departmental projects, such as the library book sale or annual inventory. (2%)
  • Participating in training classes offered by the University. (2%)
  • Attending section, department and library-wide meetings. (2%)

  • Ability to communicate effectively in English, both orally and in writing required.
  • Ability to work independently, interpret complex instructions, recognize and act in accordance with departmental priorities, and exercise discretion in the execution of all duties required.
  • Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, staff, faculty, students and others required.
  • Ability to identify priorities required.
  • Ability to use and to learn a range of position-related software, web-based applications, and library systems required.
  • Ability to recognize and resolve or refer problems required.
  • Ability to work effectively with supervision and as a part of a team required.
  • Willingness and ability to follow procedures and policies required.
  • Ability to sustain strong attention to detail over long stretches of time required.
  • Ability to multitask and handle frequent interruptions required.
  • Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required.
  • Exhibit resilience and optimize resources
  • Celebrate Diversity & Inclusion
  • Display Courage & Conviction
  • Display Emotional Intelligence

Additional Requirements

Education, Experience or Certifications:

  • High school diploma or equivalent required.
  • Bachelor's degree preferred.
  • Reading knowledge of at least one European foreign language (for example: French, Spanish, Italian, Polish, Danish etc.) strongly preferred.

  • One year of related experience in ordering and/or purchasing (procurement) and general clerical experience required. Two years of library experience in ordering preferred.
  • Experience searching in various bibliographic databases preferred.
  • Previous library experience preferred.

Technical Knowledge or Skills:
  • Demonstrated working knowledge of Microsoft Excel, Word, and Google documents.
  • Ability to use and to learn a range of position-related software, web-based applications, and library systems required.

Working Conditions and Physical Requirements (if applicable):
  • Ability to bend, crouch, or stoop.
  • Anility to push/pull loaded book carts.
  • Ability to carry or lift loads of up to 49lbs.
  • Ability to push and pull full book trucks.
  • 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:
  • Resume

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

Pay Range: $15.88 - $18.54

Benefit Eligibility

Pay Frequency

Pay Range
Please refer to Additional Requirements 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.

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

About Us
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world.

We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

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Job No:
Posted: 9/9/2018
Application Due: 9/19/2018
Work Type: