Acquisitions and Electronic Collections Management Assistant

Details•San Diego, CA

5d•Onsite

About The Position

The Acquisitions and Electronic Collections Management Assistant, reporting to the Senior Electronic and Open Content Librarian and in coordination with the Head of Collections, Access, and Discovery, oversees the payment for library materials and assists with the maintenance and assessment of the library's electronic resources. This role involves close collaboration with various library and university departments, as well as library vendors, to ensure the timely acquisition, setup, payment, and receipt of electronic resource orders. The position is responsible for analyzing and managing data related to the library acquisitions process, including budget and usage data, to inform acquisition decisions. Additionally, the assistant supports the maintenance of the library's continuing e-resources collections and supervises work-study students.

Requirements

Bachelor’s degree required.
A high school diploma plus two years of work experience may substitute for the degree requirement.
Foundational Excel skills required.
Adaptable and analytical approach to problem-solving required.
Organizes, prioritizes, and performs detail-oriented tasks.
Maintains consistent accuracy and quality during routine work.
Writes clearly and concisely for diverse internal and external teams.
Excellent, practical computer skills; able to research and find information online.
Aptitude and willingness to learn intermediate spreadsheet functions.
Works effectively with different teams to problem-solve together.
Works independently with guided autonomy.
Works with and safeguards confidential information.
Demonstrates a commitment to continuous learning and to current trends related to job duties.
Enforces and follows Copley Library and University policies.
Successful completion of a pre-employment background check.
Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Nice To Haves

Previous accounting or budget experience preferred.
Previous academic library or acquisitions related work experience preferred.
Experience with Ex Libris Alma and Workday preferred.
One year supervisory or leadership experience preferred.

Responsibilities

Promptly receives, verifies, and processes library materials invoices and credits in the Alma Ex Libris Integrated Library System (ILS) for timely export to the university accounting system.
Performs monthly library acquisition expense reconciliation.
Tracks and anticipates invoice renewal schedule for regular library subscriptions.
Coordinates with other departments on campus to ensure payment for shared invoices.
Maintains order and invoice records for library resources and communicates with vendors to update records.
Works closely with the Senior Electronic and Open Content Librarian to track library resource payment statuses, update payment records, and communicate with the Budget and Operations Manager and Accounts Payable on discrepancies or errors.
Provides updates and reports on projected library expenditures as needed to library management.
Works with Procurement and library vendors to maintain and update vendor payment profiles in ILS and the university procurement platform.
Stays up-to-date with current university, state, and federal tax requirements.
Harvests and compiles usage data from library vendors and maintains library usage reporting platform.
Assists Senior Electronic and Open Content Librarian with analyzing usage, budget, and related library resources data across combined datasets to support informed collection assessment decision-making.
Creates and compiles usage reports for internal and external sharing with various groups.
Assists Senior Electronic and Open Content Librarian with activation of electronic resource orders, including e-journals, databases, e-book packages, and open access collections.
Oversees update notifications in ILS related to electronic collections access.
Provides coverage as needed for basic troubleshooting related to technical issues with accessing electronic resources.
Coordinates with Continuing Resources and Licensing Assistant to hire, train, supervise, and evaluate up to four work study student assistants.
Participates in library activities and committees.
Maintains technical knowledge by attending education workshops, etc.
Maintains and revises documentation.
Other duties as assigned.