Senior Library Assistant - Acquisitions Coordinator

Virginia, United States
Salary Commensurate with experience
Sep 02, 2020
Employment Level
Employment Type
Full Time

Reporting to the Electronic Resources Librarian and in coordination with the Head of Collection Services, this position orders and receives library materials for the University Library's collections. In addition, the Acquisitions Coordinator authorizes payment for library materials and tracks payments through the library's integrated library system (Alma), university budget systems, and spreadsheets. This position manages over $1 million in library subscriptions, standing orders and other continuations including orders, renewals, invoices, and cancellations. Gathers and maintains collections, financial and acquisition statistics; reports these statistics in an annual report and in library surveys. Purchases monographs, imports cataloging records for print monographic purchases, and manages the McNaughton book leasing collection.

STATUS:  Full-Time, 12 Month, With Benefits
WORK HOURS:  8:30-4:30 Monday-Friday
FLSA:  Non-Exempt
MINIMUM PAY: $20.40 / hour

To achieve our mission as a liberal arts college, we continually strive to foster an inclusive campus community, which recognizes the value of all persons regardless of identity. The University Library is committed to contributing to an educational environment that is rich with cultural, social, and intellectual diversity.

Essential and Related Functions:

  • Manages $1.4 million in library material expenditures; independently resolves issues related to billing, access, credits, returns, cancellations, format (or other) changes with vendors for print and digital library resources; coordinates accounting for split invoices to align expenses with fiscal years; reconciles expenditures and payments with the Business Office.
  • Corresponds with other W&L departments regarding interdepartmental transfers for library materials and shared resources.
  • Reconciles Alma acquisitions accounts with Business Office records.
  • Coordinates with Collection Management Committee and implements decisions related to new subscriptions, renewals, licensing, requesting quotes, and preparing regular budget and statistical reports.
  • Maintains extensive spreadsheets and documentation regarding library expenditures and maintenance of licensing agreements/contracts for electronic resources.
  • Performs database maintenance on the library's Alma system; maintains financial functions in Alma including fund hierarchies, appropriations and adjustments, tracking pro forma deposits, entering gift fund information and vendor records; performs end of month Financial Activity Reports, monthly expenditures and volume count reports, along with File Information status and public search status. Performs end of the year fiscal rollover in Alma.
  • Prepares statistical reports at the end of each month and compiles them for the annual report; these statistics include books, AV, and serials expenditures and volume counts; tracks statistics and prepares regular reports for the bindery and the library's OCLC account.
  • Collaborates with the University Librarian and his assistant, and Head of Special Collections in acknowledging and recording all gifts to the library, preparing correspondence and gift receipts for donors in a timely fashion. Maintains gifts-in-kind statistics, gift donor lists and reports. Processes gift-in-kind materials (searching, comparing copies, creating gift plates and supporting the librarians and cataloging assistant for titles added).
  • Sorts donated books and withdrawn books to identify the best method of disposing of all items not selected for inclusion in the library's collection. Methods of disposal include offering books for sale in the University Book Store, sending items to Better World Books, storing and pricing for the annual book sale, or recycling. Maintains the "continuous book sale" shelves on the main floor of Leyburn. Collaborates with Access Services (and others) to plan, manage and advertise the library's annual book sale. Keeps records of all proceeds from various methods of disposal and maintains statistics for annual report.
  • Performs and/or supervises the pre-order searching and assesses and requests quotes for print, audiovisual, out-of-print, rare, and electronic book orders using the library's ILS, I-Page, and/or other vendor resources; determines best source for each item. This includes extensive searching and pre-order assessment of foreign language materials.
  • Reviews, claims, or cancels outstanding orders.
  • Performs some collection development: may include gathering and synthesizing collection analytics, weeding, selecting, and purchasing discipline-specific materials.
  • Administers McNaughton lease plan by selecting, ordering, receiving, and cataloging new monographs for the book rental collection. Inventories and returns older McNaughton materials to vendor. Consults with Head of Collection Services and Collection Management Committee regarding McNaughton titles to retain in collection before return.
  • Verifies and processes invoices in Alma. Posts invoices/encumbrances for University Libraries (Telford, Leyburn, and Law) to Alma.
  • Provides supervision and training to library student workers.
  • Designs printed bookplates; maintains stock of printed endowment bookplates, ordering new plates and supplies as needed.
  • Creates and runs Alma analytics reports as requested.
  • Undertakes special projects and performs other duties as assigned.

Required Competencies:

  • Plan and Coordinate - Identifies problems that may affect completion of tasks and takes appropriate action that requires only routine reviews by supervisors. Sets an example, by demonstrating care in the use and maintenance of the University resources (e.g., workspace, equipment, tools, etc.). Identifies problems, evaluates alternative courses of action and makes logical decisions to resolve the issue.
  • Technical Skills - Demonstrates advanced skills and experience through knowledge of own responsibilities and understanding of interdependent University functions and services. Able to resolve complex tasks or problems independently and is comfortable with modifying routine processes to resolve situations. Makes a point to learn from mistakes, failures and successes to improve in future assigned responsibilities. Demonstrates willingness to participate in relevant development programs that build on own knowledge and skills.
  • Results Focused - Demonstrates the ability and willingness to change plans when an existing approach proves ineffective. Sets high standards and works to exceed prevailing standards in own area of work. Shows willingness to seek out and accept increased responsibilities Creates or modifies procedures to more effectively meet requirements of own job.
  • Communication and Relations - Makes a point to clarify understanding of requests and requirements to prevent miscommunication. Able to control feelings and emotions from interfering with effective and prompt response to other's needs. Is conscious that people from different ages, genders and cultures do things differently and makes an effort to understand rather than judge.
  • Teamwork/Team Development - Often contributes to work group's objectives beyond one's own tasks or priorities. Respectful of conflicting points of view and is not resistant or defensive when differing views are expressed.Actively participates in internal and external meetings/group activities to establish productive working relationships.


Bachelor's degree and familiarity with the culture of higher education. Accounting or bookkeeping experience required. Written and verbal communication skills commensurate with a professional workplace. Interest in developing new technical skills and exploring new technologies; proficiency with Microsoft Office applications and a strong working knowledge of Excel. Demonstrated ability to work in a courteous and professional manner within the work environment as well as with vendors and other external contacts. Strong organizational skills desired and must be able to pay close attention to detail. Ability to work independently and as part of a team; ability to be flexible in a dynamic environment. Excellent time management skills and the ability to handle multiple demands simultaneously. Previous library experience preferred.

Physical Requirements:

  • Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
  • Grasping: Applying pressure to an object with the fingers and palm.
  • Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
  • Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
  • Standing: Remaining upright on the feet, particularly for sustained periods of time.
  • Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms. Body agility is emphasized. This factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion.
  • Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
  • Reaching: Extending hand(s) and arm(s) in any direction.
  • Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.
  • Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.
  • Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles.

Types of Work:

Medium work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Application Instructions

Please submit a cover letter, resume, and the online application forms. Please provide contact information for three professional references in the online application.

Review of applications will begin September 21, 2020

Equal Employment Opportunity Statement

Washington and Lee is an Equal Opportunity Employer.  As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the development of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all‐inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Statement of Commitment to Diversity

Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.