Bring your library knowledge and experience to the Monographic Orders Supervisor position at the University of Chicago Library! You will be responsible for supervising clerical and student employees while also overseeing the ordering and timely processing of new materials for various library collections (Special Collections, foreign language, etc.).

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Hiring Company: The University of Chicago

The University of Chicago is an urban research university that has driven new ways of thinking since 1890. It is a vibrant community of people dedicated to the pursuit of excellence in education and research, and its commitment to free and open inquiry draws inspired scholars to its global campuses, where ideas are born that challenge and change the world. The University is driven to dig deeper, push further, and ask bigger questions-and to leverage our knowledge to enrich all human life.

Together with the medical center, the University is the largest private employer on the South Side and the second largest private employer in the city of Chicago. The multicultural, international community of more than 20,000 faculty and staff supports UChicago's mission of inquiry and academic excellence. As a center of intense intellectual inquiry, the University of Chicago Library shares the University's aspiration to be the most dynamic research and learning environment in the world, supporting the University's commitment to research and teaching in the sciences, social sciences, humanities, and the College and to using its intellectual resources to help solve the world's problems.

General Summary

Reporting to the Head of Acquisitions Services and working closely with supervisors in the Serials Management, Payments, and Receiving & Rapid Cataloging units, the Monographic Orders Supervisor has responsibility for hiring, training, and managing four (4) FTE clerical employees and two (2) FTE student employees and overseeing various processing functions to see that orders are placed in a timely manner using the Library's online systems.

Essential Responsibilities

40% - Supervise staff and work processes within the Monographic Orders unit:

• Responsible for all management duties, including hiring, training, and performance management for four (4) FTE clerical employees and two (2) FTE student employees.
• Direct, distribute, and oversee work of the unit, including the following functions:
  • Pre-order searching and post-order deduplication in the Library's online systems;
  • Placement of monographic orders by print purchases orders, email, online, and phone;
  • Keying-in bibliographic and order records;
  • Searching and referring gifts;
  • Searching and ordering rare/special collections, high priority, and Reserve materials;
  • Processing rush and patron-requested materials;
  • And managing data that supports efficient patron request operations; communicating with patrons on the status of their order requests.
• Oversee record loads into the ordering and bibliographic databases, process filters from incoming record loads into bibliographic database.
• Manage receipt of shipments of approval plan materials and vendor online databases.
• Is responsible for quality control review and problem resolution for books-in-hand and order record input.
• May perform any or all of the functions of the section in the unexpected absence of employees or in emergencies.

30% - Solve complex problems related to monographic orders:

• Print purchase orders; compile, review, and email order lists.
• Identify and resolve non-routine order problems.
• Regularly consult with the Head of Acquisitions Services, the Head of Collection Support, and/or selectors to resolve order-related problems.
• Identify and refer problem invoices and receipts to the Payments unit.
• Identify and refer monographic cataloging problems.
• Oversee the regular claiming of unreceived materials, corresponding with vendors concerning problem orders, cancellations, claims, price adjustments, and other vendor reports.
• With the Principal Orders Assistant, batch orders, assign funds, commit prices, assign bookplates, and research orders from the out-of-print and second-hand book market.

30% - Plan and organize the work of the section to ensure optimum efficiency of operations:

• Plan staffing, workflows, and distribution of incoming work to meet the goals of the section.
• Ensure that documentation and procedures for the unit are thorough, current, accurate, and are proactively modified over time to address changes in workflows, technology, and to realize efficiencies.
• Compile and distribute relevant statistics.
• Maintain database for the section's monthly statistics.
• Provide information and advice to the Head of Acquisitions Services in matters concerning the unit.
• Coordinate assigned operations with other sections in Acquisitions and the Library.
• Attend meetings, training sessions, or other library functions, and participate actively in discussions related to long-term distribution of duties and workflows.

Qualifications

Required:

• Bachelor's degree required.
• At least two (2) years of related library experience required.
• Supervisory experience required.
• Knowledge of searching online databases, e.g., OCLC and various vendor databases, required.
• Knowledge of word processing, spreadsheet, and database software required.
• Reading knowledge of at least one (1) non-English, Western European language, preferably Romance or Germanic, required.
• Ability to communicate clearly and concisely verbally and in writing required.
• Excellent interpersonal skills and the ability to work as a team with the Head of Acquisitions Services, other Technical Services supervisors, and interact with clarity, tact and courtesy with Library staff, vendors, and others, required.
• Excellent organizational skills and the ability to manage complex tasks and projects required.
• Strong attention to detail with the ability to multitask and handle frequent interruptions required.
• Flexibility and adaptability in managing tasks to meet changes in procedures, processes, and technology required.
• Demonstrated sound judgment, effective problem solving, and decision making skills required.
• Knowledge of the book trade, both current and second hand, preferred.
• Reading knowledge of Slavic, Hebrew, and/or Arabic languages preferred.
• Knowledge of acquisitions and technical services processing procedures preferred.
• Knowledge of descriptive cataloging rules preferred.

Mental Demands:

Reading, detailed work, problem solving, training, oral and written communication, and frequent interruptions

Physical Demands:

Bending, carrying, pushing, pulling, lifting up to 40 pounds

The above statements are intended to describe the general nature and level of the work being performed by people assigned to this job. They are not an exhaustive list of all duties and responsibilities associated with it.