Acquisitions Ordering Assistant


DePaul University Library
Library Type: 
Academic Library

Position Details

Full Time or Part Time: 
Full Time
35 hours per week

Multicultural Statement

At DePaul University, we are looking for candidates who want to join us in our mission to provide access to education for all. Successful candidates welcome ideas and perspectives from colleagues and students representing a wide variety of cultures, backgrounds, religious beliefs, and experiences. We seek collaborative, open-minded and hard working professionals to work in a real world urban learning environment. Are you exceptional, yet modest and open to challenges? We seek achievers and leaders that want to bring their passion and skills to our well-respected community of approachable colleagues. Build your career with us.

General Summary

Under the direct supervision of the Acquisitions & E-Resources Librarian, the Acquisitions Ordering Assistant is responsible for contacting vendors and ordering materials in all subject areas and formats; assisting in the management of approval plans; providing appropriate first level cataloging data for selected library materials; contacting vendors to claim outstanding orders and assisting with materials processing.

Responsibilities & Duties

Order Processing:

  • Order all types of library materials in all formats, as requested by the liaisons, the Collection Steering Committee and the Acquisitions & E-Resources Librarian.

  • Generate budget status reports and distribute to subject liaisons, the Collection Steering Committee and the Acquisitions & E-Resources Librarian.

  • Create and manage orders of all types, including firm orders, gifts, standing orders, subscriptions, etc.

  • Manage EDI ordering and automated ordering approval plans processes.

  • Analyze vendor options, ordering, approval and other workflows and present suggestions to Acquisitions and E-Resources librarian to increase effectiveness and efficiency of these processes.

Claims Processing:

  • Compile, review and investigate claims and claim responses. Use vendor online systems to determine the status of shipments and contact vendors regarding problems.

Student Management:

  • Hires, trains and supervises student ordering assistant to complete ordering workflow duties, binding tasks, and department projects as assigned.

Materials Processing:

  • Assist with materials receipt and check-in, the preparation and receipt of library material binding and commercial/in-house repair and communication with bindery representative concerning problems.

Performs other duties as assigned.

Education & Experience

  • Bachelor's degree.

  • Minimum 1 year experience in library technical services in an academic library setting.

Preferred Requirements

  • Minimum 1 year experience working with integrated library systems and bibliographic utilities.

  • Ability to interpret and edit cataloging records.

  • Knowledge of serials publication patterns.

  • Experience working with library vendors.

Managerial Responsibilities

  • Supervision of one student assistant.

Other Skills & Abilities Reqd

  • Ability to interpret bibliographic data describing all formats accurately and resolve bibliographic problems.

  • Ability to communicate clearly, verbally and in writing, and manage conversations involving both internal and external stakeholders.

  • Ability to analyze and acquire skills from complex documentation and learn new systems.

  • Ability to type/do word processing and/or data entry with minimal error.

  • Ability to work independently with a high level of accuracy.

Physical Requirements

  • Must be able to spend extended periods standing.

  • Sitting, kneeling, crouching, bending, and routinely lifting up to 25 pounds occasionally required.

  • Visual acuity, hand-eye coordination and motor skills sufficient to use a computer, copy machine and other office equipment are required.

Other Attachments

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Additional Information

Salary & Benefits Package:
DePaul offers a comprehensive package including competitive pay and benefits to attract and retain the best talent in order to further the University's mission. For more information, please visit the following pages:
Full Benefits
Part-Time Benefits

Required Background Check:
Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

Mandated Reporting of Child Abuse & Neglect:
Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:
Illinois Department of Children & Family Services (DCFS)
Illinois Abused and Neglected Child Reporting Act

DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.