Acquisition Specialist – Georgetown University Library

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Requirements

Acquisition Specialist – Georgetown University Library

The Acquisition Specialist is responsible for acquiring library resources selected by liaison librarians and faculty in all formats, and for all subject areas for Lauinger, School of Continuing Studies, Blommer, Woodstock and Kennedy Institute of Bioethics libraries from a variety of publishers, suppliers and vendors. The incumbent will also work with the Head of Electronic Resources Unit and the Scholarly Communications and Copyright Librarian for purchasing faculty selected/requested electronic books, streaming videos for course reserves, classroom and/or institutional use. The position is also responsible for managing faculty and vendor relationships to ensure critical business results; ordering and receipt of library resources; paying invoices including loading EDI invoices in the library's integrated system for payments to be made through GMS; managing Amazon Business/procurement card purchases; claiming ordered items that have not been received; overseeing all approvals, receiving and payments; engaging in continuous learning to adapt to the changing needs of the Unit, Department and the Library; carrying out special projects or other duties as assigned by the Unit Head and serving on different committees, task forces and participating in library-wide initiatives as required. Under the general supervision of the Unit Head of Acquisitions, the Acquisition Specialist position’s primary duties will be centered around the following main areas of responsibility:

Acquisition of Library Materials

• Acquire resources in all formats for Lauinger, Woodstock, SCS, Bio-ethics library and the Booth Family Center for Special Collections.
• Load vendor supplied EDI invoices into the library integrated system for Lauinger, Woodstock, KIE, and SCS libraries.
• Communicate with internal (faculty and library staff) and external vendors, suppliers and/or publishers) stakeholders to clarify status of orders.
• Confirm receipt of approvals and standing orders to specialized distributors; work with vendor on approval lists, status of orders, order cancellations; track delayed or not received approval materials and make payments.
• Actively participate in planning of the Acquisitions Unit’s work; suggest revisions to Unit workflows and enhancements to services.
• Make Amazon Business/Procurement Credit card purchases to expedite purchases of urgently needed library materials.
• Compile necessary documentation by the date specified by the University and the Library.

Fund Management, Invoicing, and Payments

• Make payments for all invoices made from Materials and Access budgets, and preservation cost center and special collections budgets.
• Run reports related to fund accounting, vendor statistics and other acquisitions functions as assigned.
• Confirm receipt of materials that have been ordered; monitor correctness of payments made to vendors/suppliers as per the materials received.
• Communicate with external vendors, suppliers and/or publishers to clarify status orders and payments issues.
• Work with University Accounts Payable and the Tax Department for payment and vendor related issues.
• Resolve payment processing problems; investigate and resolve payment discrepancies.

Library Contributions and Professional Development

• Serves on library and university-wide committees and task forces.
• Participates in achieving library wide priorities.
• Continually acquires new knowledge and updates skills to enhance performance in all acquisitions related duties and to keep abreast of developments, trends and issues in the technical services and acquisitions area.

Qualifications

• Bachelor's degree
• 1-3 years of experience with standard acquisitions practices and procedures such as order placement, processing payments to vendors, and fund activity reporting
• Knowledge of basic accounting principles and practices and familiarity with accounts payable concepts
• Proficiency with automated systems and several electronic vendor platforms to place orders, process invoices and track library materials expenditures
• Reading knowledge of a non-English language--preferably in Chinese, Japanese, Korean, French, Russian or Arabic languages
• Excellent verbal and written communication skills
• Proficiency with using Microsoft Word and Excel

Preferred Qualifications

• Knowledge of purchasing library print and electronic resources in an academic library setting
• Ability to enter, retrieve, edit and maintain data in multiple systems and databases
• Ability to manage students and assign work, as needed

Work Mode: Hybrid. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University. Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff and AAP positions can be found on the Department of Human Resources Mode of Work Designation .

Current Georgetown Employees:

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here  for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected] .

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website .

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer  fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law .

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website .

COVID-19 Vaccination Requirements:

The Georgetown University community is committed to our public health approach and the important role that vaccines play in contributing to the safety of our University and our broader communities. Georgetown University requires students, faculty, staff and visitors to be fully vaccinated against COVID-19 and to have received a COVID-19 vaccine booster shot when eligible, or to have an approved medical or religious exemption. This requirement applies to all faculty and staff, including teleworking employees. Complete details and updates can be found in the Coronavirus (COVID-19) Resource Center .