Acquisitions Specialist I

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University of Georgia
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Athens, GA
recency icon Posted 09-10-2023

Job Description

Posting Details Posting Details Posting Number S10719P Working Title Acquisitions Specialist I Department Libraries-Acquisitions Serials About the University of Georgia Since our founding in 1785, the University of Georgia has operated as Georgia's oldest, most comprehensive, and most diversified institution of higher education (). The proof is in our more than 235 years of academic and professional achievements and our continual commitment to higher education. UGA is currently ranked among the top 20 public universities in U.S. News & World Report. The University's main campus is located in Athens, approximately 65 miles northeast of Atlanta, with extended campuses in Atlanta, Griffin, Gwinnett, and Tifton. UGA employs approximately 3,000 faculty and more than 7,700 full-time staff. The University's enrollment exceeds 40,000 students including over 30,000 undergraduates and over 10,000 graduate and professional students. Academic programs reside in 18 schools and colleges, as well as a medical partnership with Augusta University housed on the UGA Health Sciences Campus in Athens. About the College/Unit/Department About the University Libraries:The UGA Libraries advance the University of Georgia's mission by providing the best possible access to recorded knowledge, actively contributing to the success of students and faculty through teaching and research services provided in physical and virtual environments, exemplifying the University's strategic priority to serve the people of Georgia and beyond, and upholding the University's commitment to diversity and inclusion. A member of the Association of Research Libraries with 75 faculty librarians and archivists, 150 staff and nearly 200 student workers, the UGA Libraries receive more than three million visits per year on average and provide services at nine locations across the Athens campus, among them the Main Library, Miller Learning Center, McBay Science Library, Special Collections Libraries and Music, Art and Education branch libraries. The UGA Libraries offer nationally distinctive special collections related to Georgia's history, politics, and public policy, and preserves one of the foremost media collections in public broadcasting. The UGA Libraries provide IT support for Georgia Library Learning Online (GALILEO), Georgia's statewide virtual library initiative, and is home to the UGA Press and Georgia Review literary journal. Please visit for more information. College/Unit/Department website Posting Type External Retirement Plan TRS Employment Type Employee Benefits Eligibility Benefits Eligible Full/Part time Full Time Work Schedule Additional Schedule Information M-F; 8 hrs/day Advertised Salary Minimum $33,000 Posting Date 07/13/2023 Open until filled Yes Closing Date Proposed Starting Date 09/01/2023 Special Instructions to Applicants Location of Vacancy Athens Area EEO Policy Statement The University of Georgia is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, age, genetic information, disability, gender identity, sexual orientation or protected veteran status. Persons needing accommodations or assistance with the accessibility of materials related to this search are encouraged to contact Central HR (). Position Information Classification Title Library Technical Paraprofessional/Professional FLSA Non-Exempt FTE 1.00 Minimum Qualifications Requires technical knowledge in the field acquired through an apprenticeship, a 2-year degree, or professional certificate. Please contact your Human Resources office for an evaluation of education/experience in lieu of the required minimum qualifications. Preferred Qualifications One year of experience working in a library or similar setting. OREnrollment in Master's of Library & Information Science or related programOR Any equivalent combination of experience, training and/or education from which comparable knowledge, skills and abilities have been achieved. Position Summary The Acquisitions Specialist I reports to the Acquisitions Assistant Dept. Manager and participates in the acquisition of materials for the libraries' collections. The primary responsibilities include serving as liaison for internal staff/faculty and external vendors in the creation and fulfillment of purchase requests, receiving and processing all incoming materials in print and non-print format (which include firm orders, approval plans, use-driven, subscription orders and gifts) and entering invoice data. This position may also assist in directing student workers as needed. Knowledge, Skills, Abilities and/or Competencies Customer service experience and the ability to communicate effectively and congenially Ability to understand policies and procedures and apply them to problem resolution 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 with orders, invoices, vendors, and/or budgets Experience with or knowledge of library acquisitions practices Experience with Integrated Library Systems (ILS), Physical Demands Typical for office environment Is driving a responsibility of this position? No Is this a Position of Trust? No Does this position have operation, access, or control of financial resources? No Does this position require a P-Card? No Is having a P-Card an essential function of this position? No Does this position have direct interaction or care of children under the age of 18 or direct patient care? No Does this position have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications) No Credit and P-Card policy Be advised a credit check will be required for all positions with financial responsibilities. For additional information about the credit check criteria, visit the UGA Credit Background Check website. Duties/Responsibilities Duties/Responsibilities Liaises with and provides exemplary customer service to a wide variety of internal and external customers by: Developing and maintaining expert level knowledge of locally implemented acquisitions methods and plans, the associated workflows/procedures/policies, and the systems and tools used by the Unit and/or Department Providing guidance and training on topics related to the position's responsibilities Monitoring orders/plans and associated funds for issues Utilizing critical thinking and performs in-depth troubleshooting and problem solving on a wide range of acquisitions and collections related issues Communicating effectively and/or appropriately routing communications regarding related issues Troubleshooting and/or routing communication of issues and questions from various internal and external customers from multiple communication streams, including shared inboxes and problem-ticket systems Percentage of time 30 Duties/Responsibilities Processes orders and receives related materials for all types of acquisition methods and plans by: Reviewing, authorizing, and processing order requests for a variety of formats and funds, including sourcing materials with vendors and submitting orders for those materials Creating records and encumbrances in the appropriate systems to appropriately reflect orders and plans processes by this position Entering invoice details and reviewing invoices for accuracy and appropriate routing Receiving, processing, and routing tangible materials Activating and ensuring discoverability of electronic resources Claiming, cancelling, and reordering materials as necessary to maintain efficient, patron-oriented acquisition of materials Maintaining record keeping and metrics associated with order/receipt statistics and tracking of vendor performance Percentage of time 30 Duties/Responsibilities Ensures workflow continuity and assists with special project by: Overseeing student worker tasks to ensure accuracy and completion Monitoring workflow efficiency and identifying and reporting issues to supervisor Providing input and assisting department managers in the design of new workflows/procedures/policies Serving as a team member for unit or department projects, assisting with project design and implementation as appropriate or as assigned Creating and running a variety of reports to support assigned responsibilities and projects Percentage of time 15 Duties/Responsibilities Participates in and contributes to the effective and on-going functioning of the department, as well as special projects or initiatives, by: Participating professionally, actively, and effectively in 1-on-1, unit, departmental, cross-departmental, and library-wide meetings Contributing effectively to unit and departmental groups responsible for coordinating inter- and intra-departmental workflows and projects Utilizing technical and functional expertise in the development and refinement of workflows to accomplish daily operations, specific, time-limited goals, and long-term projects Collaborating with colleagues in the unit and department on strategic planning and goal setting activities Designing and creating documentation relevant to the responsibilities of the position Designing and participating in cross-training within the unit, department, and across the Libraries Participates in library-wide communication by reading, responding to, and initiating information transmitted via GRAPEVINE (the Libraries' listserv) and other communication tools, and appropriate library-wide or departmental meetings and asking questions, seeking clarification, or initiating discussion on library issues. Percentage of time 15 Duties/Responsibilities Contributes to a culture of collegiality, respect, and continuous learning and development by: Developing and maintaining expertise in both functional and technical aspects of the position, such as systems knowledge and understanding of issues that impact the profession Pursuing service opportunities within and external to the department as appropriate or as assigned Pursing professional development and scholarly opportunities as appropriate or as assigned Assisting in the daily oversight and direction of student workers Maintaining awareness and acting upon changes and needs in the organization by assuming similar duties and responsibilities Percentage of time 10