Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).
Position Summary:
Reporting to the Manager of Collection Development, the Specialized Cataloguing Editor & Acquisitions Assistant plays a key role in supporting the Libraries’ collection development strategy. This position is responsible for the end-to-end ordering of library materials in all formats, maintaining vendor communications, and ensuring accurate financial and bibliographic records..
Major Duties and Responsibilities:
Processes purchase requests for library materials in all formats, and other library resources, based on requests received from librarians, faculty, and staff.
Verifies bibliographic and pricing information to ensure accuracy prior to ordering, by using vendor platforms, bibliographic databases, and publisher catalogs.
Creates provisional bibliographical records in the Libraries’ integrated system for materials as needed.
Creates and manages purchase orders in the Libraries’ integrated acquisitions system (WMS), assigning appropriate fund codes and tracking order status.
Works with vendors to resolve discrepancies when the wrong material is received.
Enters and reconciles invoice data in the Libraries’ integrated acquisitions system and coordinate with the accounts payable to ensure timely payment.
Maintains accurate records of orders and invoices in the Libraries’ integrated acquisitions system.
Monitors and manages shared departmental inboxes to process incoming purchase requests and maintain communication with vendors.
Compiles and submits documentation for PCard reconciliation in accordance with institutional policies.
Supports fiscal year-end and year-beginning activities, including fund rollover and order reconciliation.
Reviews all open orders to ensure goods/services were received
Follows up with vendors on missing invoices or delivery discrepancies
Closes or cancels outstanding encumbrances for orders that won’t be fulfilled
Provides cross-functional support during peak operational periods, such as assisting with course reserves or other departmental priorities.
Collaborates with cataloguing staff to ensure accurate metadata and classification for newly acquired materials.
Contributes to the continuous improvement of acquisitions workflows and documentation.
The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.
Other Qualifying Skills and/or Abilities:
DEC (Documentation and Library Systems, Library Technician diploma) or equivalent experience required. Experience in purchasing and ordering is an asset. Strong attention to detail and excellent organizational skills, with the ability to manage multiple priorities and meet deadlines. Familiarity with library systems (e.g. WMS) and vendor platforms. Knowledge of cataloguing standards (e.g., MARC, RDA) and bibliographic metadata is an asset. Proficiency with Microsoft Office and other standard productivity tools. Strong communication, coordination and problem-solving skills. Ability to perform under pressure and maintain accuracy in a high-volume environment. Adaptability to new technologies and evolving cataloguing or acquisitions practices. Ability to create and maintain clear procedural documentation. Fluency in both French and English, spoken and written, is required, and proficiency in additional languages is a plus. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 3 on a scale of 0-4.
As one of Montreal's Top Employers, here is what we offer:
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.