Acquisitions and Collections Assistant

Chapman University Careers•Irvine, CA

About The Position

Under the supervision of the Collection Services Librarian, the Acquisitions and Collections Assistant supports the Law Library’s collections by acquiring, processing, and maintaining materials. This position handles ordering, receiving, and financial tracking of library materials. In addition, this position performs collections and database quality control tasks, filing loose-leaf and serial updates, and assisting with database and collection maintenance projects. Additional responsibilities include shifting materials, creating and updating procedural documentation, assisting with training staff and student workers, providing regular Circulation Desk coverage, and completing special projects and other duties as assigned.

Requirements

Proficiency with Microsoft Word and Excel.
Technical skills to learn and use enterprise system and department tools.
Ability to learn, interpret and comply with university policy and procedures.
Strong service orientation and problem-solving skills.
Ability to work independently and with others in a collaborative team environment.
Ability to take direction, follow established procedures and directions, and learn new technologies, tools, and processes.
Strong organizational skills and attention to detail.
Excellent written, verbal, and interpersonal communication skills in an environment with multiple concurrent projects and tasks.
Commitment to expanding, improving, and promoting library services.
Demonstrated writing skills to produce clear, concise, accurate documentation.
Ability to use tact and diplomacy and maintain a high level of confidentiality.

Responsibilities

Process purchase orders and law library invoices.
Monitor and reconcile library funds and purchase orders.
Assign fund codes, obtain payment authorizations, and send invoice to Accounts Payable.
Communicate with library vendors, place claims, review account statements, identify and resolve payment problems and discrepancies.
Process cancellations and returns.
Verify receipt of library materials and confirm purchase order information.
Create and edit check-in, holdings, and invoice records in the ILS, and process for payment in financial systems.
Maintain library invoice and financial records.
Update and maintain documentation.
Maintain holdings for print and electronic serials.
Assist with weeding and withdrawal of materials.
Assist with shifting material in the print collection.
Assist with filing updates for print materials.
Update and maintain procedural documentation.
Edit and update bibliographic records in the ILS.
Update and correct electronic resource links.
Assist with database and collection maintenance projects as assigned.
Update and maintain procedural documentation.
Assist library users at the Circulation Desk.
Supervise student employees; assist with hiring, training, scheduling, and evaluating student employees.
Assist in developing and enforcing Circulation policies and procedures.
Use and assist in the administration of the circulation module of the ILS.
Communicate with Law Library, Law School, and University departments regarding library access, security, facilities, and student employment.
Assist in maintaining the reserve collection.
Respond to faculty requests, including locating and delivering library material and maintaining faculty course reserves and sample exams; communicate regarding the status of requests.
Fill ILL requests, both borrowing and lending; keep ILL statistics; communicate with patrons and other libraries regarding the status of ILL requests.
Assist patrons with locating resources using the online public access catalog.
Assist patrons with library equipment including photocopiers and microform machines.
Collaborate with other library staff to maintain an environment conducive to study and research for our primary patrons.