Collection Management Services Assistant -Serials & Acquisitions

Under general supervision, this position receives and physically processes a large volume of new monographic and serial material for shelving and/or distribution. Will claim missing items, maintain routing lists, and manage duplicate issues. Creates order records in the library ILS (Alma) and assist with maintenance of electronic serials records and payment. Contributes to acquisitions workflow by processing and posting invoices in the library ILS (Alma) to ensure proper payment. Communicates with vendors about missing, damaged, or incorrect materials as well as account issues. Searches OCLC Connexion client to verify collection holdings and imports bibliographic records into library catalog. Searches GOBI and other online book suppliers to avoid duplicate selection of books for purchase. Assists with writing procedures for the Collection Management Services department. Cross-training will be provided so that this position can assist with Public Services functions when needed.

Position Specific Responsibilities/Accountabilities:

1. Receive and assist with the purchase of new print and electronic materials. Prepare and post invoices in cooperation with the Library Bookkeeper. Coordinates the purchase of eBooks when necessary. Search online selection tools and library catalog thoroughly to verify non-holdings and avoid duplicate ordering by other library staff. Maintain accuracy of check in records, according to departmental guidelines. Use Alma to ensure retention notes match shelving maintenance practices. Complete physical processing of print materials.

2. Maintain accurate serials holdings records, according to departmental guidelines. Use Alma to ensure retention notes match shelving maintenance practices. Complete physical processing of print materials. Claim unreceived items by appropriate method (e.g. email, phone, vendor website). Update Alma records to record progress/result of claiming.

3. Perform basic copy cataloging and assist with cataloging and metadata projects in collaboration with the CMS Assistant for Electronic Resources, the Cataloging Librarian, and the Acquisitions Librarian. Learn and utilize new cataloging tools and processes as the field evolves. Assist as needed with URL and electronic resource management (ERM) holdings records maintenance.

4. Maintain orderly and accessible paper and digital files of recently received and outstanding materials. Perform entry, review, and validation of data related to financial transactions, invoices, and library records. Basic skills in spreadsheet programs, such as Microsoft Excel, is necessary.

5. Provide accurate instructions to Cataloging regarding the handling and/or special processing of newly received library materials, including prior editions held, special location notes and priority handling instructions. Ability to search accurately OCLC Connexion Client and OCLC Records Manager will be necessary.

6. Coordinate with the Acquisitions Librarian to detect and address potential problems with orders, claims, inquiries, and payments. Package and mail materials to be returned.

7. Assist law library users and staff in locating specifically requested material which will entail cross training in public services procedures. Willingness and ability to cover the circulation desk at some times.

8. Work alongside others in the Collection Management Services department, including the Acquisitions Librarian, Cataloging Librarian, CMS Assistant for Electronic Resources, and Library Bookkeeper to evaluate and create department workflows.

9. Assist as needed in special library projects, and perform other related duties as assigned or requested. The Law School reserves the right to add or change duties at any time.

Loyola Marymount University Expectations:

Exhibit behavior that supports the mission, vision, and values of the university.  Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.  Demonstrate a commitment to outstanding customer service.

Requisite Qualifications:

    

• Typically a Bachelor’s Degree or equivalent experience. Equivalent/combination of additional coursework, training, or experience in library experience will be considered.  Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

• Minimum two years recent library experience in a technical services department of an academic or academic law library highly desired.  High level use of ILS system client, such as Alma or III Sierra.  Demonstrated experience using scanners, photocopiers and other library and office related equipment. Experience working with and collaborating with multiple library units and vendors.

• Strong oral and written communication skills. Demonstrated proficiency with software, such as Adobe Acrobat Pro, Box, Microsoft 365 Apps (Word, Excel, Outlook, Teams), Google Drive, and other Google apps. Modern office practices and procedures and alphanumeric filing. Searching techniques for OCLC and other bibliographic tools, familiarity with PC hardware and software, familiarity with online library catalogs highly desirable. Familiarity with acquisitions, serials and continuations processes and forms.  Accurate typing and word processing. Knowledge of legal materials including loose-leaf publications, serials, and journals.

• The ability to work independently, follow instructions, and to separate and assign tasks according to priority with minimal supervision.  Draft clear written requests or reports.  Use numerical calculation to accrue appropriate sales tax. Ability to distinguish between similar bibliographic records and match library materials to the correct records.  Attention to detail. Promote goodwill and display tact and diplomacy in the LLS community and public contacts. The ability to judge relative values of new and used legal books and periodicals.  Ability to work well with a variety of people and adapt to fluctuating and often heavy workloads. Ability to solve complex problems and interpret complex sets of rules. Ability to search and operate Online Computer Library Center (OCLC), Ex Libris (ExL), and Innovative Interfaces Incorporated (III) clients and/or web interface and type accurately. Ability to communicate effectively via email, phone, and in-person with vendors and colleagues. 

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Frequent standing, walking, sitting, balancing, stooping, kneeling, crouching, reaching high and low, feeling with hands, hearing with high acuity, seeing far, use of depth perception, and color vision.   Frequently carrying up to 30 lbs of materials, pushing up to 100 lbs. of materials on a book truck, and pulling up to 30 lbs of books in a tote.  Occasionally, climbing and crawling, lifting up to 40 lbs boxes of materials, and using an industrial lift.  Constant use of finger movement, speaking clearly, hearing conversation, and seeing near.

WORKING CONDITIONS:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to person the essential functions.

Occasional exposure to temperature change in the basement.

MENTAL DEMANDS:  The mental demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Constant work on a variety of interrelated tasks in different locations, and use of reasoning, judgment, resourcefulness, analytical ability, and ingenuity.  Frequent calculating, interrupted work on a variety of unrelated tasks, and us of sustained concentration.  The incumbent must pay extremely close attention to detail to ensure the accuracy regarding library records.

#HEJ# #HERC#

Staff Regular

Salary range

$22.26 - $26.68 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University, a Carnegie classified R2 institution in the mainstream of American Catholic higher education, seeks outstanding applicants who value its mission and share its commitment to inclusive excellence, the education of the whole person, and the building of a just society. LMU is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)