Monographic Orders Assistant

The University of Chicago - Chicago, IL4.2

Full-time$16 - $19 an hour
Job Information

Job Summary:
Under the supervision of the Supervisor, Library Orders, and closely following departmental guidelines and procedures, performs a range of routine library processes. The Acquisitions Ordering Assistant is responsible for ordering monographic material for the Regenstein Library and all satellites except for the law library. This material covers a wide range of subjects in a variety of media (books, e-books, music scores, DVDs, CDs, maps, microforms, etc.), and is in all languages except for Chinese, Japanese, and Korean. Additional responsibilities include claiming, processing approvals and gifts, maintaining vendor correspondence, resolving order problems, and reporting statistics.

Create and place orders in the Library’s ILS, web databases, and web ordering portals. May place orders by email, phone, fax, and online. Applies working-knowledge of general cataloging rules, create and update records in the acquisitions order database. (40%)
Search order requests in the Library’s ILS, referring possible duplicates (10%)
Search and export bibliographic records from OCLC (10%)
Record maintenance: claim outstanding material, update vendor status reports, and cancel orders as appropriate; may involve corresponding with vendors via phone, fax, or email (10%)
Search and refer gifts as appropriate (10%)
Process approval material: create order records, refer, barcode, and route material according to library guidelines, submit invoice for payment (5%)
Returns: process returns for monographic approval and firm order material (5%)
Resolving routine ordering problems or referring problems as appropriate (2%)
Maintaining and processing statistics. (2%)
Participating in seasonal departmental projects, such as the library book sale or annual inventory. (2%)
Participating in training classes offered by the University. (2%)
Attending section, department and library-wide meetings. (2%)

Competencies :
Communicate effectively and with influence
Exhibit resilience and optimize resources
Celebrate Diversity & Inclusion
Display Courage & Conviction
Display Emotional Intelligence
Additional Requirements

Education, Experience, and Certifications:

High school diploma or equivalent required; bachelor’s degree preferred.
Reading knowledge of at least one European foreign language (for example: French, Spanish, Italian, Polish, Danish etc.) strongly preferred.

One year of related experience in ordering and/or purchasing (procurement) and general clerical experience required. Two years of library experience in ordering preferred.
Ability to communicate effectively in English, both orally and in writing required.
Ability to work independently, interpret complex instructions, recognize and act in accordance with departmental priorities, and exercise discretion in the execution of all duties required.
Ability to manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, staff, faculty, students and others required.
Ability to identify priorities required.
Ability to use and to learn a range of position-related software, web-based applications, and library systems required.
Ability to recognize and resolve or refer problems required.
Ability to work effectively with supervision and as a part of a team required.
Willingness and ability to follow procedures and policies required.
Ability to sustain strong attention to detail over long stretches of time required.
Ability to multitask and handle frequent interruptions required.
Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required.
Experience searching in various bibliographic databases preferred.
Previous library experience preferred

Technical Knowledge or Skills:
Working knowledge of Microsoft Excel, Word, and Google documents.
Ability to use and to learn a range of position-related software, web-based applications, and library systems required.
Working Conditions and Physical Requirements (if applicable)

Ability to bend, crouch, or stoop.
Ability to push/pull loaded book carts.
Ability to carry or lift loads of up to 49 lbs.
Ability to push and pull full book trucks.
Ability to see, including color, depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
Ability to sit for 4 hours or more.
Ability to use computers extensively for 4 hours or more.
Ability to make repetitive wrist, hand, or finger movements.
Ability to operate equipment necessary to perform job.
Effective audio-visual discrimination and perception.
Required Documents

NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.

Pay Range: $16.24 - $18.96

Benefit Eligibility
Pay Frequency
Pay Range
Please refer to Additional Requirements to see the pay ranges
Scheduled Weekly Hours
024- Local 743, I.B.T. Clerical
Job is Exempt?
Drug Test Required?
Does this position require incumbent to operate a vehicle on the job?
Health Screen Required?
Posting Date
Remove from Posting On or Before