Acquisitions Assistant

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Salary Range: $28.43 Job Requisition ID: 133941WD Overview Under the supervision of the Manager of Continuations, the incumbent performs a range of functions, including serial acquisition, processing, and payment functions for multiple library locations and collections. The work calls for a highly skilled person with excellent communication and problem-solving skills, and the ability to multi-task and manage multiple projects on a daily basis. Responsibilities Investigates and resolves a wide range of problems related to all formats of continuations, purchase order creation, payment, claiming, renewal, cancellation, and payment. Serves as a point of contact with vendors and selectors for the resolution of problems and communication of serial vendor practices. Prepares incoming print continuations invoices plus e-resource firm order and subscription invoices. Creates invoices in the library management system (Alma) and loads vendor-supplied electronic invoice files. Assists with multiple major accounts, maintaining contacts for each invoice and vendor. Communicates with selectors regarding payment concerns. Reviews continuation invoices for appropriate documentation and approval prior to sending for payment. Coordinates and maintains follow-up files to review pending continuation issues such as unreceived subscription invoices and unanswered vendor inquiries. Assists with annual serial renewal process. Inputs renewal data into vendors’ serials management systems. Performs scanning tasks, including document scanning, upload, and data entry. Supports a full range of acquisition processes, including Purchase Order creation and online claiming of missing material. Communicates with the Library Business Office to identify and resolve invoice inconsistencies, update vendor set‑ups, fund expenditure codes, and to resolve invoice approval problems. Receives issues of periodicals, ensuring accurate and complete holdings information. When titles change, split or combine, brings in new records or creates provisional records. Creates holdings for new records. Assigns predictive patterns to records. Prepares bibliographic and item records for monographic series and standing orders. Determines appropriate treatments for series and multi-part materials. Supports access to electronic content through access checks, invoice reconciliation, and claiming. May contribute to the development of workflow and procedure documentation. Required Skills and Abilities Demonstrated ability in using a variety of office productivity software, such as Excel or other spreadsheet software. Demonstrated ability to create and update spreadsheets and to work with data efficiently. Ability to manage multiple tasks and demonstrated strong organizational skills to include overseeing follow-up functions. Ability to work effectively and efficiently with colleagues in a team setting, and to establish sound working relationships with people in other units and departments. Excellent analytical ability and problem-solving skills. Excellent oral and written communication skills. Ability to work independently and productively, to exercise initiative and judgment in resolving and referring problems and to set priorities. Preferred Skills and Abilities Experience using integrated library systems for technical services operations. Experience interacting with serials management systems. Familiarity with acquisitions serials policies and practices and online serials management systems. Demonstrated ability with collaborative work tools such as Microsoft 365. Experience in identifying and resolving problems associated with vendors, purchase orders, and invoices. Familiarity with the retrieval of electronic material such as journal articles and ebooks in an academic environment. Working knowledge of one or more Western European languages. Principal Responsibilities Searches and verifies bibliographic data with incomplete information or source material in catalogs, reference sources, files and databases. May prepare books for sale or assist with disposition of materials. Prepares order forms for authorized library materials. Composes and types correspondence and acknowledgements. Communicates by phone and in writing with vendors and publishers to resolve problems. May assign vendors and dealers. Identifies duplicates of material and prepares description of differences. Instructs, revises the work and provides work direction to staff. May assist in the coordination and distribution of work. Performs additional clerical functions incidental to library activities. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education. Location 344 Winchester Avenue, New Haven, Connecticut Work Model On-site Posting Disclaimer The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department. University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA). #J-18808-Ljbffr