Acquisition Specialist - Georgetown University Library

Employer
Georgetown University
Location
Washington D.C.

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Administrative Jobs
Academic Affairs, Librarians & Library Services


Acquisition Specialist - Georgetown University Library

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Acquisition Specialist - Georgetown University Library

The Acquisition Specialist is responsible for acquiring library resources selected by liaison librarians and faculty in all formats, and for all subject areas for Lauinger, School of Continuing Studies, Blommer, Woodstock and Kennedy Institute of Bioethics libraries from a variety of publishers, suppliers and vendors. They also work with the Head of Electronic Resources Unit and the Head of Copyright for purchasing faculty selected/requested electronic books, streaming videos for course reserves, classroom and/or institutional use.

The Acquisition Specialist is also responsible for managing faculty and vendor relationships to ensure critical business results; ordering and receipt of library resources; paying invoices including loading EDI invoices in the library's integrated system for payments to be made through GMS; managing Amazon Business/procurement card purchases; claiming ordered items that have not been received; overseeing all approvals, receiving and payments; engaging in continuous learning to adapt to the changing needs of the Unit, Department and the Library; carrying out special projects or other duties as assigned by the Unit Head; and serving on different committees, task forces and participating in library-wide initiatives as required.

Under the general supervision of the Unit Head of Acquisitions, the Acquisition Specialist's primary duties are centered on the following main areas of responsibility:

Acquisition of Library Materials
  • Acquires resources in all formats for Lauinger, Woodstock, SCS, Bio-ethics library and the Booth Family Center for Special Collections.
  • Loads vendor supplied EDI invoices into the library integrated system for Lauinger, Woodstock, KIE, and SCS libraries.
  • Communicates with internal (faculty and library staff) and external vendors, suppliers and/or publishers) stakeholders to clarify status of orders.
  • Confirms receipt of approvals and standing orders to specialized distributors; works with vendor on approval lists, status of orders, order cancellations; and tracks delayed or not received approval materials and make payments.
  • Actively participates in planning of the Acquisitions Unit's work; and suggests revisions to Unit workflows and enhancements to services.
  • Makes Amazon Business/Procurement Credit card purchases to expedite purchases of urgently needed library materials.
  • Compiles necessary documentation by the date specified by the University and the Library.


Fund Management, Invoicing, and Payments
  • Makes payments for all invoices made from Access budget, preservation cost center and special collections.
  • Runs reports related to fund accounting, vendor statistics and other acquisitions functions as assigned.
  • Confirms receipt of materials that have been ordered; and monitors correctness of payments made to vendors/suppliers as per the materials received.
  • Communicates with external vendors, suppliers and/or publishers to clarify status orders and payments issues.
  • Works with University Accounts Payable and the Tax Department for payment and vendor related issues.
  • Resolves payment processing problems; and investigates and resolves payment discrepancies.


Library Contributions and Professional Development
  • Serves on library and university-wide committees and task forces.
  • Participates in achieving library wide priorities.
  • Continually acquires new knowledge and updates skills to enhance performance in all acquisitions related duties, and to keep abreast of developments, trends and issues in the technical services and acquisitions area.


Qualifications
  • Bachelor's degree
  • 1 to 3 years of experience with standard acquisitions practices and procedures, such as order placement, processing payments to vendors, and fund activity reporting
  • Knowledge of basic accounting principles and practices, and familiarity with accounts payable concepts
  • Proficiency with automated systems and several electronic vendor platforms to place orders, process invoices and track library materials expenditures
  • Knowledge of a foreign language - preferably Chinese, Japanese, Korean, French or Arabic languages
  • Excellent verbal and written communication skills
  • Proficiency with using Microsoft Word and Excel


Preferred qualifications
  • Knowledge of purchasing library print and electronic resources in an academic library setting
  • Ability to enter, retrieve, edit and maintain data in multiple systems and databases
  • Ability to manage students and assign work, as needed


Current Georgetown Employees:

If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected] opens new window" target="_blank" href="https://apptrkr.com/get_redirect.php?id=2478178&targetURL=mailto:[email protected]">[email protected].

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Benefits:

Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu opens new window" target="_blank" href="https://apptrkr.com/get_redirect.php?id=2478178&targetURL=https://benefits.georgetown.edu/">https://benefits.georgetown.edu or view the online interactive benefits guide for more information.


To apply, visit https://apptrkr.com/2478178





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