Acquisitions Receiving/Rapid Cataloging Assistant

Job description

Job location: Hyde Park Campus

Employment Type: Full-time
Posted data: 2019-06-12
Req: JR05382
Department454730303 Tech Srvc-Rec & Rap Cat

About the UnitAs a center of intense intellectual inquiry, the University of Chicago Library aspires to be the most dynamic research and learning environment in the world, supporting the University’s commitment to research and teaching and to using its intellectual resources to help solve the world’s problems. Even as we continue to focus on building and preserving our renowned collections, the Library is assuming new roles that are vital to research, innovation, and learning at the University. In the process, 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, Receiving and Rapid Cataloging (RRC), and closely following departmental guidelines and procedures, is responsible for searching and receiving all monographic and serial materials received in the Acquisitions Department in all languages except Chinese, Japanese and Korean and in all formats (books, music scores, film, CDs, microform, maps, etc.). The Receiving Rapid Catalog Acquisitions Assistant is also responsible for clearing vendor invoices for payment, updating and overlaying bibliographic records, searching and inputting records for monographic materials received as gifts, from exchange programs and government documents; assists with problem resolution encountered when receiving library materials including identification of duplicate and damaged items.


Receiving of monographic and serial materials as assigned: (90%)

  • Identifying correct order record for piece- in-hand by searching library databases (Library’s ILS/OCLC/WorldCat, etc.) and matching bibliographic information including, author, title, imprint, date, edition.
  • Receiving newly acquired materials, which may include but are not limited to monographs, serials, periodicals, and gifts.
  • Searching and exporting appropriate bibliographic records from OCLC and importing into the Library’s ILS.
  • Interpreting bibliographic record and assessing the copy level to determine if the material can be finished in Acquisitions.  
  • Updating bibliographic records, holdings records, and item records.
  • Finishing rapid cataloging following departmental policies and procedures.
  • Routing pieces to Shelf Preparation, Continuing Resources, the Reading Room, Metadata Services, and selectors as appropriate. 
  • Checking for and following special processing instructions.
  • Clearing the invoice for payment and forwarding to the Payments section for processing. 
  • Sorting and unpacking mail and shipments
  • Participating in record maintenance including updating holdings and items and vendor status reports.
  • Creating preliminary bibliographic and other records for gifts, government documents, serials, and periodicals which are new to the collection.
  • Resolving routine receiving problems, which may involve alerting the receiving supervisor of order duplication, damaged materials, and unordered titles, and refers problems as appropriate.

Other duties (10%)

  • Processing statistics
  • Participating in seasonal departmental projects, such as the library book sale or annual inventory.
  • Participating in training classes offered by the University. 
  • Attending section, department and library-wide meetings.


  • Communicate effectively and with influence
  • Exhibit resilience and optimize resources
  • Celebrate Diversity & Inclusion
  • Display Courage & Conviction
  • Display Emotional Intelligence

Additional Requirements

Education, Experience, and 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, Danish etc.) strongly preferred.


  • One year of related experience in receiving and/or purchasing (procurement) and/or general clerical experience required.  Two years of related library experience in ordering preferred. 
  • 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.
  • Experience searching in various bibliographic databases preferred. 
  • Knowledge of MARC or other cataloging standard 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.
  • Ability 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.
  • 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.

Required Documents:

  • Resume

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

Pay Range: $16.24 - $18.96

Benefit EligibilityYes

Pay FrequencyHourly

Pay RangePlease refer to Additional Requirements to see the pay ranges

Scheduled Weekly Hours37.5

Union024- Local 743, I.B.T. Clerical

Job is Exempt?No

Drug Test Required?No

Does this position require incumbent to operate a vehicle on the job?No

Health Screen Required?No

Posting Date2019-06-12-07:00

Remove from Posting On or Before2019-12-12-08:00

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.




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Job No:
Posted: 6/13/2019
Application Due: 6/29/2019
Work Type: