Serials Acquisition & Management Assistant

Website Harvard University

This position will work as part of the Serials Acquisitions and Management group, as well as the Electronic Resources group. The incumbent will provide timely access to Harvard Library collections by ordering, claiming, receiving, paying, and resolving problems for physical and electronic materials. Incumbent will work with serials acquisitions staff to manage print serials and work with electronic resources staff to manage current electronic resources subscriptions.

This position will report to the Manager of Serials Acquisitions and Management Unit. Under direction, this position performs a combination of complex duties to acquire, provide access to, and/or process library materials for specific areas within the library, requiring an understanding of library-wide procedures and a specialized knowledge in a subject area, language, or library function.
Position Description

  • Receipt of routine and some complex continuing resources in all formats, checking for accuracy and missing items.
  • Works on resolution of routine and some complex order, receipt, and invoice problems resulting from incorrect, incomplete, or conflicting bibliographic data; maintains, verifies and corrects entries.
  • Maintains accurate information about Harvard’s electronic resources and other complex acquisitions, including holdings, title changes and renewals.
    Initiates routine claims and takes other corrective action for problem titles as needed, entering notes in records as necessary.
  • Processes invoices in Alma for continuing resource materials received by the library.
  • Assists in the acquisitions and/or cataloging of materials within established guidelines
  • Creates and places new orders for library resources in all formats
  • Creates, reviews and edits bibliographic, subscription, holdings, and item record data for materials in all formats according to established guidelines
  • Implements and activates electronic resources in the Harvard Library’s e-resource management and access systems, working with Harvard Library staff and Library Technology Services staff to enable access
  • Communicates with vendors, bibliographers, and staff to research and resolve problems with continuing resource materials in all formats.
  • May contribute to or oversee special projects, including documentation and statistics.
  • Works according to changing daily priorities, demonstrates flexibility and ability to shift between multiple tasks effectively.
  • Suggests innovations and generates ideas for improving workflows and creating efficiencies.
  • Participates in unit-wide planning and implementation of new policies and procedures.
  • Assists with developing training and procedural documentation for unit.
  • Contributes to the overall goals of the department as appropriate.
  • May assist in hiring, training, scheduling, and distributing work to other staff or student workers.
  • May contribute to other functional areas of the library, such as serving within the Harvard Library Committee Structure.

Basic Qualifications

  • Previous library work experience, including work with integrated library systems, such as Alma and online bibliographic utilities, such as OCLC Connexion.
  • High school diploma or equivalent work experience required.
  • Demonstrated facility with automated systems, including using online databases, working with spreadsheets and knowledge of file management techniques.
  • Demonstrated experience using technology to perform daily tasks.

Additional Qualifications and Skills

  • Demonstrated commitment to equity, diversity, inclusion, belonging and antiracism.
  • College degree preferred.
  • Academic library work experience highly preferred.
    Work experience in a production-oriented and technology-enhanced environment.
  • Excellent oral and interpersonal communication skills.
    Excellent English language communication skills; familiarity with Western European languages preferred.
    Library acquisitions, basic cataloging, and electronic resources experience strongly preferred.
  • Ability to perform repetitive work accurately with fine attention to details.
  • Ability to work productively and cooperatively in a team environment, with flexibility and versatility in an evolving work situation.
  • Ability to work independently to perform complex tasks.
  • Ability to meet project deadlines.
  • Ability to prioritize.
  • Financial experience, such as accounting best practices or accounts payable work, a plus.
  • Ability to organize various workflows for the unit.

Physical Requirements

  • Employee must be able handle books and other library material, including moving and shifting these materials between workstations, shelves, book trucks and boxes.
  • This position involves occasionally lifting and moving loads weighing in excess of 40 pounds and requires bending, squatting, stretching, and climbing small step stools when needed to retrieve materials and shelve them.
  • Keyboarding for a least six hours a day may be required.
    May be required to travel to multiple locations around campus on a daily basis.

Working Conditions

  • The position will be based on our campus in Cambridge, MA.; however, there may be the opportunity for a flexible or hybrid work model compliant with Harvard University remote work policies.
  • There may be limited exposure to dust and dirt.

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