Electronic Resources Mgmt. Assistant | University of Chicago Library

Submitted by UCLibrary on Mon, 02/05/2018 - 10:29am
Requisition Number: JR00350
Grade and Classification: C-9 / Library Assistant III
Division / Dept.: Collections & Access / Electronic Resources Management
Reports to: Electronic Resources Manager
Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.
This position is represented by the Collective Bargaining Agreement.
Job Summary
Under the supervision of the Electronic Resources Manager, and following established procedures, performs a broad range of complex and routine acquisitions and Electronic Resources Management (ERM) processes. Assistant is responsible for access and maintenance of databases, e-books, and e-journals; troubleshooting and problem resolution; and statistics, data gathering, and analysis for renewals, annual reports, and special projects. In consultation with the Head of Data Management Services, may perform tasks related to data loading and management within library systems, including loading sets of records for electronic resources and acquisitions and creating and maintaining documentation of procedures and statuses of record loads.
Database Maintenance and Record Enhancement (25%):
  • Coordinate major clean-up projects with other students/staff.
  • Update and change existing data in integrated library system (ILS), locally maintained ERM database, and linking software system (SFX) to reflect URL, coverage data, and other changes for online materials.
  • Test proxy server access and update definitions as appropriate, communicate and verify changes with IT Services.
  • Perform critical data management operations required by the department such as high-priority or time-dependent data loads and ad hoc batch corrections to bibliographic metadata.
  • Review new URLs imported into library systems to determine their appropriateness for the catalog.
  • Record information regarding record load procedures, availability, and status on departmental website.
  • Record loads statistics and related information for statistics as required.
  • Assist in cross-training and act as resource for staff in other units.
  • Update links and notes related to electronic resources access.
  • Run complex queries within Microsoft Access comparing external metadata with existing library metadata within library systems.
Bibliographic Data Creation and Management (25%):
  • Search online journal, database, and other product requests in ILS and ERM databases.
  • Tag and import OCLC records.
  • Create and update acquisitions records within ILS.
  • Create additional data as appropriate within ERM database and SFX.
  • Update records as appropriate for cancellations, including closing POs, notifying patrons of impending cancellations, and removing access from public library systems.
  • Place orders by email or phone, claim outstanding orders, and process renewals.
  • Manage electronic resource metadata, and acquisitions and bibliographic information for orders and invoices in batch.
  • Share responsibility with the Data Management Assistant for processing order, receipt, and invoice information by retrieving and processing electronic information from vendors for new orders, approval plans, and firm order receipts.
E-Resources Troubleshooting (20%):
  • Solve problems and communicate issues to entire department.
  • Provide direct assistance to patrons and library staff with online product access problems.
  • Review ERM licenses, acquisitions data, and vendor documents to determine causes of access issues.
  • Contact wide variety of vendors and university technical support staff to resolve problems.
  • Refer unusually complex problems to supervisor.
Information/Data Collection, Documentation, and Analysis (20%):
  • Navigate through vendor interfaces to find, download, and compile statistics from a wide variety of sources.
  • Coordinate analysis project activities across students/staff.
  • Review data for potential errors and abnormalities.
  • Identify and use appropriate spreadsheet functions and/or database queries to clean up data, calculate acquisitions costs, and merge data from multiple sources.
  • Create and maintain documentation of procedures for major analysis projects.
Other (10%):
  • Maintain ERM department website.
  • May hire, train, plan, and direct the work of student employees.
  • Other duties as assigned.
Skills & Qualifications: 


  • Candidates must demonstrate the following competencies: manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others; communicate effectively in English, both orally and in writing; identify priorities; recognize and resolve or refer problems; work effectively with supervision and as a part of a team; the ability to use or learn a range of position-related software applications, including standard software packages, library systems, email, and intranet.
  • Demonstrated critical thinking and analytical skills required.
  • Demonstrated ability to handle multiple priorities, meet deadlines, and manage time efficiently required.
  • Demonstrated ability to sort, identify, and resolve problems quickly and effectively required.
  • Demonstrated sound judgment and effective, independent problem-solving and decision-making skills required.
  • Demonstrated organizational skills and attention to detail and accuracy required.
  • Demonstrated ability to document activities and procedures required.
  • Demonstrated ability to conceptualize, plan, and execute a range of projects required.
  • Ability to be flexible and adapt readily to changes in technology and workflow required.



  • High school diploma or equivalent required.
  • Bachelor’s degree preferred.



  • Related library experience, or an equivalent combination of position-related education and experience required.
  • Experience creating, maintaining, and/or managing metadata or other structured data, (e.g., manipulating data in an institutional database or managing research data) required.


Technical Knowledge and Skills:

  • Demonstrated ability to learn and work with a variety of systems and software to perform everyday tasks, including vendor systems and library management systems, required.
  • Demonstrated intermediate knowledge of MS Excel or other spreadsheet software required.
  • Demonstrated intermediate knowledge of MS Access or other database software preferred.
  • Good knowledge of library procedures preferred.
  • Familiarity with library-specific systems, databases, and other academic electronic resources preferred.


Working Conditions and Physical Requirements:

  • Office environment.
  • 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.
  • Ability to Use Standard Work Station Equipment.
  • Ability to Use Standard Office Equipment.
To Apply: 

To apply for this position, external candidates must submit an application and any other required materials through https://uchicago.wd5.myworkdayjobs.com/External. Internal candidates must apply by logging into Workday and selecting the Career worklet; for more information, please see How to Apply for a UChicago Job (Current Employee) QRG. Resumes sent via mail, fax, or email will not be considered. For more information, please see https://www.uchicago.edu/jobs/.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should contact University Shared Services through the Applicant Inquiry Form or call 773-702-5800. 

Contact Information
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Library Human Resources
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