Requisition Number: JR00491
Division / Dept. / Unit: Collections and Access / Technical Services / Acquisitions Services
Reports to: Head of Acquisitions Services
Work Schedule: 37.5 hours per week; Monday - Friday, 8:30 a.m. - 5:00 p.m.
Reporting to the Head of Acquisitions Services and working closely with supervisors in the Serials Management, Payments, and Receiving & Rapid Cataloging units, the Supervisor, Library Orders is responsible for hiring, training, and managing four (4) FTE clerical employees and two (2) FTE student employees within the Monographic Orders department at the University of Chicago Library. This position oversees various processing functions to ensure that orders are placed in a timely manner using the Library’s online systems.
People and Process Management (40%):
- Responsible for all management duties, including hiring, training, and performance management for four (4) FTE clerical employees and two (2) FTE student employees.
- Direct, distribute, and oversee work of the unit, including the following functions:
- Pre-order searching and post-order deduplication in the Library’s online systems;
- Placement of monographic orders by print purchases orders, email, online, and phone;
- Keying-in bibliographic and order records;
- Searching and referring gifts;
- Searching and ordering rare/special collections, high priority, and Reserve materials;
- Processing rush and patron-requested materials;
- And managing data that supports efficient patron request operations; communicating with patrons on the status of their order requests.
- Oversee record loads into the ordering and bibliographic databases, and process filters from incoming record loads into bibliographic database.
- Manage receipt of shipments of approval plan materials and vendor online databases.
- Responsible for quality control review and problem resolution for books-in-hand and order record input.
- May perform any or all of the functions of the section in the unexpected absence of employees or in emergencies.
Problem Resolution (30%):
- Print purchase orders; compile, review, and email order lists.
- Identify and resolve non-routine order problems.
- Regularly consult with the Head of Acquisitions Services, the Head of Collection Support, and/or selectors to resolve order-related problems.
- Identify and refer problem invoices and receipts to the Payments unit.
- Identify and refer monographic cataloging problems.
- Oversee the regular claiming of unreceived materials, corresponding with vendors concerning problem orders, cancellations, claims, price adjustments, and other vendor reports.
- With the Principal Orders Assistant, batch orders, assign funds, commit prices, assign bookplates, and research orders from the out-of-print and second-hand book market.
Operations Management and Oversight (30%):
- Plan staffing, workflows, and distribution of incoming work to meet the goals of the section.
- Ensure that documentation and procedures for the unit are thorough, current, accurate, and are proactively modified over time to address changes in workflows, technology, and increase efficiency.
- Compile and distribute relevant statistics.
- Maintain database for the section’s monthly statistics.
- Provide information and advice to the Head of Acquisitions Services in matters concerning the unit.
- Coordinate assigned operations with other sections in Acquisitions and the Library.
- Attend meetings, training sessions, or other library functions, and participate actively in discussions related to long-term distribution of duties and workflows.
- Other duties as assigned.