Acquisitions and Electronic Collections Management Assistant

Position Title & Department:

 Acquisitions and Electronic Collections Management Assistant; Copley Library Posting #

5673

Department Description:

The Helen K. and James S. Copley Library, located on the west end of the campus, currently houses over 500,000 volumes. Collections include books, journals, reference works, databases, government documents, newspapers and electronic journals in many languages, as well as maps, videos, sound recordings, microforms and rare books.

University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Reporting to the Senior Electronic and Open Content Librarian in coordination with the Head of Collections, Access, and Discovery, the Acquisitions and Electronic Collections Management Assistant oversees payment for library materials and assists with the maintenance and assessment of library electronic resources. This position works closely with the Senior Electronic and Open Content Librarian, the Head of Collections, Access, and Discovery, the Budget and Operations Manager, campus Accounts Payable and Procurement departments, and library vendors to ensure timely placement, set up, payment, and receipt of electronic resource orders. This position analyzes, tracks, and manages a variety of data used in the library acquisitions process, including budget and usage data, to support informed acquisition decisions. The role also assists the Senior Electronic and Open Content Librarian with maintaining Copley Library’s continuing e-resources collections. Additionally, the position coordinates with the Continuing Resources and Licensing Assistant to oversee up to four work-study students. This position works onsite.

Duties and Responsibilities:

Invoice Processing and Budget Tracking:                                                 

• Promptly receives, verifies, and processes library materials invoices and credits in the Alma Ex Libris Integrated Library System (ILS) for timely export to the university accounting system.
• Performs monthly library acquisition expense reconciliation.
• Tracks and anticipates invoice renewal schedule for regular library subscriptions.
• Coordinates with other departments on campus to ensure payment for shared invoices.
• Maintains order and invoice records for library resources  and communicates with vendors to update records.
• Works closely with the Senior Electronic and Open Content Librarian to track library resource payment statuses, update payment records, and communicate with the Budget and Operations Manager and Accounts Payable on discrepancies or errors.
• Provides updates and reports on projected library expenditures as needed to library management.
• Works with Procurement and library vendors to maintain and update vendor payment profiles in ILS and the university procurement platform.
• Stays up-to-date with current university, state, and federal tax requirements.

Usage Data Management and Collections Assessment:                         

• Harvests and compiles usage data from library vendors and maintains library usage reporting platform.
• Assists Senior Electronic and Open Content Librarian with analyzing usage, budget, and related library resources data across combined datasets to support informed collection assessment decision-making.
• Creates and compiles usage reports for internal and exter