Collections Support Liaison – Library Assistant 3

Main Campus (Gainesville, FL)
Apr 30, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 516466
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Library/Physical/Social Science
Department:55080100 - LB-ACQUISITIONS / LICENSING CH

Classification Title:

Collections Support Liaison – Library Assistant 3

Job Description:


The George A. Smathers Libraries at the University of Florida seek an adaptable and service-oriented Collections Support Liaison in the Collections Support Unit of the Acquisitions & Collections Services Department. The Unit’s primary activities revolve around the acquisition of all monographs (including e-books) and tangible materials for the collections using firm order (one-time), approval, and use-driven collections budgets, totaling over $800,000 annually. Reporting to the Collections Support Unit Manager, this position liaises to and provides exemplary customer service to a variety of internal clients and external vendors, is responsible for managing and processing orders through to completion for assigned budget centers and other funds, and is responsible for initiating and monitoring automated processes for record loading and electronic access and discovery. As appropriate or as assigned, the incumbent will also assist with workflow review and design, serve as a member of project teams, and pursue professional development opportunities. Worked is performed in a collegial, team-based environment, with many shared-responsibility tasks rotating amongst unit members and large projects equitably assigned. Typical tasks include, but are not limited to, processing shipments, entering bibliographic, order, and/or invoice data, monitoring and responding to communication streams, and in-depth problem solving.

The library encourages staff participation in reaching management decisions and consequently the Fiscal Assistant will serve on various committees and teams. To support all students and faculty, and foster excellence in a diverse and collaborative society, the Libraries are actively seeking candidates who bring culturally-rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientation, and perspectives.


Liaising and Customer Service

  • Develops and maintains expert level knowledge of locally implemented acquisitions methods and plans
  • Develops and maintains expert level knowledge of workflows, processes, policies, and procedures associated with locally implemented acquisitions methods and plans
  • Develops and maintains expert level knowledge of systems and tools used by the Unit or Department
  • Serves as a liaison and point person to subject librarians and other library personnel on acquisitions and collections related issues
  • Provides exemplary customer service to subject librarians and other library personnel on acquisitions and collections related issues
  • Provides guidance and training to subject librarians on acquisitions and collections workflows, processes, policies, and procedures
  • Monitors assigned budgets and communicates with appropriate library personnel on budget related issues
  • Serves as a liaison and point person to external library materials vendors on order related issues
  • Monitors service received from vendors to ensure the Libraries’ interests are served
  • Monitors, troubleshoots, answers/solves, and/or routes communication of problems and questions from various internal and external clients from multiple communication streams, including shared inboxes and problem-ticket systems
  • Utilizes critical thinking and performs in-depth troubleshooting and problem solving on a wide range of acquisitions and collections related issues

Order Management & Processing

  • Understands, follows, and communicates issues regarding University, Library, Department, and Unit policies and procedures regarding the use of PCards, ordering/receiving materials, submitting invoices, and other related duties
  • Processes orders for assigned budget centers and other funds assigned on a rotating basis
  • Reviews and processes firm order requests for monographs, including e-books, and other tangible formats
  • Monitors approval plans and manages and processes approval orders
  • Creates brief bibliographic records and order records for firm and approval orders
  • Enters invoice details and reviews for accuracy and appropriate routing
  • Receives, processes, and routes ordered materials
  • Claims, cancels, and reorders as necessary to maintain timely, efficient, patron-oriented acquisitions of materials
  • Maintains record keeping on a variety of metrics associated with order/receipt statistics and tracking of vendor performance

Automated Processes

  • Authorizes orders of titles selected by subject librarians in vendor databases
  • Creates and runs a variety of reports to support assigned tasks and projects
  • Monitors and reviews automation setup/design with vendor systems and local tools

Projects and Workflows

  • Monitors workflow and process efficiency, identifies, and reports issues to supervisor
  • Provides input and assists department managers in the design of new workflows, processes, policies, and procedures
  • Serves as a team member for unit or department projects, assisting with project design and implementation as appropriate or as assigned
  • Oversees student worker tasks to ensure accuracy and completion

Other Duties

  • Provides one-on-one or small group training and assistance to colleagues on processes in which the incumbent has expert level knowledge
  • Seeks out and participates in trainings, classes, or other professional development opportunities offered by the Libraries, the University, or consortial partners to improve skills or enhance knowledge
  • Provides service to the Libraries or University, as appropriate or as assigned
  • Performs other duties as assigned

Expected Salary:

Minimum hourly rate at $15.77; Actual rate will reflect experience and credentials

Minimum Requirements:

High School diploma or equivalent and four years of library or related clerical/customer service experience; or a bachelor’s degree and one year of library or related clerical/customer service experience.

Preferred Qualifications:

  • Customer service experience
  • Ability to understand and follow policies and procedures
  • Ability to communicate effectively and congenially
  • Ability to adapt quickly to changing priorities and work within deadlines, both independently and within a group
  • High level of attention to detail
  • Experience working with orders, invoices, vendors, and/or budgets
  • Experience with Microsoft Office software (Outlook, Word, Excel, PowerPoint)
  • Experience navigating and utilizing web-based resources (websites, databases, ordering systems, etc.)
  • Experience working in a public or academic library
  • Experience with or knowledge of library acquisitions practices
  • Experience with Integrated Library Systems (ILS),
  • Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientations, and perspectives

Special Instructions to Applicants:

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

To apply, submit

  • a cover letter detailing your interest in and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)

Apply by May 25, 2021, applications reviewed as received. Submit all application materials through the Jobs at UF online application system. Failure to submit the required documents may result in the application not being considered. If you have any questions or concerns about this process please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at [email protected]

Health Assessment Required:


Advertised: 28 Apr 2021 Eastern Daylight Time
Applications close: 25 May 2021 Eastern Daylight Time

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