Acquisitions Coordinator

Acquisitions Coordinator Job no: 497517 Full time/Part time: Full-time Location: South Orange Categories: Staff This position reports to the Acquisitions and Collections Librarian. This position coordinates the activities of Acquisitions as a department including setting workflow procedures and documentation. This includes: supervision of 2 collection services staff members on acquisitions-related tasks as assigned; supervision of 1-2 student workers; receive, create and process orders through e-procurement workflows including ordering, preparing PO requests, submitting invoices for payment, and tracking disbursals in University financial system for materials leased or purchased for the Libraries' physical and electronic collections; maintain the financial and acquisitions modules of the library management system (orders, invoices, finance, agreements, licenses, organizations, inventory, and receiving); select and enhance quality bibliographic records or create brief catalog records when necessary for ordered physical materials; maintain detailed financial records for reporting; understand, maintain, and make accessible license terms for electronic resources in library catalog; supervise and curate library's online A-Z database list; connect e-resource holdings to appropriate vendor agreement and maintain ongoing administration and support; choose vendors and maintain good working relationships with same; maintain and reconcile records of credit card payments; train library faculty and staff on how to use vendor order platforms for placing orders; maintain regular communications with University's finance departments regarding vendor payments and issues. Duties and Responsibilities: 1. Coordinate all activities for the Acquisitions dept., maintaining a smooth workflow. Select appropriate vendors for purchases and maintain working relationships with Purchasing, Accounts Payable, Grants Accounting, Card Compliance, and library vendors. Place orders, manage e-resource renewals and cancelations, create purchase orders, receive items in library management system, and process and document invoices efficiently and in a timely manner and assist in the efficient flow of physical and electronic resources to Seton Hall users utilizing project management software, advanced spreadsheet manipulation, and the library management system. Select and enhance quality bibliographic records using automated job profiles or create original brief records when necessary for cataloging and discovery purposes. Participate in acquisition and management of electronic resources, including supervision and curation of library online A-Z database list and connection and ongoing mainetenace of of e-resources to vendor agreement in library management system. Provide training to library faculty and staff on how to use vendor order platforms and maintain current skills and efficiencies through attendance of trainings and new product presentations from vendors and library professional development sessions; schedule staff and student workers as needed. Maintain and reconcile records of credit card payments; research and process orders - including rush items. Assign index and fund codes and track payments through the University process; Resolve any shipping, billing, invoicing, and escalate online access related problems to appropriate collection services librarian. 2. Maintain statistics of the Libraries' expenditures for internal and external reporting, including annual reports. Perform daily maintenance of Libraries funds and expenditure, records and data in University e-procurement system, internal library management system, and spreadsheet analysis to ensure accurate accounts and reporting. Manage fund structures in library management system, maintain expense classes, track gift/restricted fund expenditures, and prepare and execute annual fiscal year rollovers in library management system. Review vendor licenses, update terms of use for access and resource sharin…

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