Acquisitions & Administrative Coordinator

JOB TITLE: Acquisitions & Administrative Coordinator

DEPARTMENT:  University Libraries

REPORTS TO:  Director of University Libraries

Summary:

The Acquisitions & Administrative Coordinator plays a key role in supporting the operations of the University Libraries, which serve a diverse population of students and faculty across the visual and performing arts, as well as in general education.

The Acquisitions & Administrative Coordinator manages all aspects of ordering and receiving physical and online library materials, office supplies, and equipment. The Libraries’ collection development focuses on the arts, with particular strengths in sheet music, artist monographs and exhibition catalogs, theater scripts, and book arts. Many of these materials are sourced from specialized vendors.

The Acquisitions & Administrative Coordinator provides administrative support to the Director of University Libraries by tracking the Libraries’ budgets and managing departmental documents, as well as by serving as the Libraries’ primary liaison to outside vendors and other University departments.

Essential Duties & Responsibilities:

  • Acquisitions
    • Ensures that all library systems are updated to reflect newly ordered materials, including creating and updating vendor, order, serials, and bibliographic records
    • Places orders with vendors and tracks their fulfilment, addressing any issues that arise
    • Coordinates with the Cataloging & Discovery Librarian to ensure that new materials are processed in a timely and efficient manner
    • Monitors office supply levels, ordering replacements when needed
  • Financial and Management
    • Tracks and maintains payment information for all library orders
    • Monitors budget allocations and prepares spending reports
    • Processes all invoices and purchase orders, keeps all financial records, and prepares reports of expenditures, encumbrances, and balances; advises Director, University Libraries on the budget status
    • Communicates with the finance office regarding budget issues
    • Communicates with the facilities office regarding maintenance and housekeeping issues
    • Maintains office files and procedures manuals
  • Serves as a backup for circulation desk coverage in the event of circulation staff absences
  • Other duties as assigned

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions.  Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Education:

  • Significant college coursework, with an associate’s or bachelor’s degree strongly preferred. Educational experience in the arts is preferred. 

Experience:

  • At least two years of library experience preferred; or the equivalent experience and training which provides the required knowledge, skills, and abilities.
  • At least two years of administrative support experience preferred; or the equivalent experience and training which provides the required knowledge, skills, and abilities.
  • Accounting experience is desirable.

Competencies, Knowledge, Skills & Abilities:          

  • Ability to establish and maintain productive relationships with faculty, students, supervisor and other library staff
  • Ability to organize, schedule work, set priorities, meet deadlines, follow up independently on assignments, and deal with fluctuating workloads
  • Thorough grounding in library procedures and policies relevant to the prescribed areas of responsibilities and ability to interpret them for patrons
  • Knowledge of University policies and procedures especially regarding financial and facilities matters
  • Computer skills especially with word processing, spreadsheets, and library systems. Experience with Google Apps is desirable.
  • Ability to communicate facts and ideas orally and in writing
  • Ability to handle confidential matters and information with discretion

Supervisory Responsibility:

  • The Acquisitions and Administrative Coordinator does not directly supervise staff, however they may direct the acquisitions-related work of Library Technicians (full-time staff) and of student workers.

About The University:

University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years.  After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.

TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to jobs@uarts.edu. Please ensure job title is in the Subject line.

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference:

http://www.uarts.edu/about/campus-crime-fire-reports

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER

Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Director for Title IX, Equity, & Compliance is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Director for Title IX, Equity, & Compliance, e-mail titleix@uarts.edu, visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, or call 215-717-6362. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit www.uarts.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.

 

 

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