(Hybrid)- Ordering & Receiving Associate - Libraries
West Virginia University Libraries invites applications for a Collection Support Associate. This position provides support to the Ordering & Receiving Unit. The Collection Support Associate is primarily responsible for ordering library materials, processing invoices in the library management system, and managing the U.S. Government Printing Office collections for all branches of the WVU Libraries. This includes prioritizing duties and responsibilities, maintaining a timely workflow, and providing a high degree of customer service for both internal and external customers.
We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:
- 37.5-hour work week
- 13 paid holidays (staff holiday calendar)
- 15 annual leave (vacation) days per year or more based on years of service (employee leave)
- 18 sick days per year
(for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
- WVU offers a range of health insurance and other benefits
- 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
- Wellness programs
PAY GRADE - 14
What you'll do:
- Places daily orders for library materials in all formats using the library system. Prioritizes orders to ensure patron requests, reserve requests and rush materials are acquired in a timely manner.
- Uses various vendor, publisher and author platforms to order materials the library is acquiring. Creates purchase orders in the library system by inputting vendor, fund, and price to the correct metadata record for the item being acquired. Selects and uses the proper purchasing accounts (HERF or Foundation accounts) to ensure correct method of payment is used for each transaction. Uses state and Foundation procurement cards following established state and University guidelines.
- Monitors outstanding orders placed, taking corrective actions for unfilled and canceled orders as needed. Informs internal and external partners of order status. Responsible for managing returns, including completion and submission of paperwork required by vendor.
- Maintains vendor records in the library system for vendors used by the library in acquiring materials. This includes establishing new vendors in the library system and acquiring the needed documentation for vendors not in the state payment system. Works directly with vendors as needed related to invoicing needs and invoicing problems.
- Follows University procedures for reconciling State and Foundation credit card charges. Clears non-credit card statements against invoices and routes copies to the Business Office for forwarding to the WVU Foundation.
- Oversees the Exchange Partnership Program by receiving volumes from publishers and libraries and mailing our exchange titles to Partner Libraries. Resolves claims for missing issues with Exchange Partners; maintains records and correspondence with Exchange Partners regarding the shared titles.
- Performs receiving and cataloging of Federal government documents, such as print, microfiche and maps; maintains government document records in the library system.
- Reviews Marcive provided record lists, barcodes, and call number labels for accuracy before processing physical items for routing to branch libraries to meet GPO requirements for selective housing. Adds, updates and checks in GPO materials not handled by Marcive processing by using online records in the library system to accurately reflect library's holdings. Maintains GPO collections according to the Federal Depository Library Program (FDLP) guidelines and standards. This includes providing assistance and training to library staff on GPO guidelines for maintaining the GPO collections at branch libraries and providing support to the Government Documents Librarian all matters related to the GPO collections.
- Maintains the collection of West Virginia state documents in the library system by receiving, processing, and updating online records in the library system. Supersedes all GPO material from the Library branches and removes them from the library system. Physically disposes of the superseded materials according to the Federal Depository Library Program (FDLP) guidelines and standards.
- Provides support to the Government Documents Librarian on disposal lists and incoming items from selective depository libraries. Recommends to Government Documents Librarian inclusion of materials from selective depository libraries to maintain WVU's GPO collection according to the Federal Depository Library Program (FDLP) guidelines and standards.
- Maintains statistics as needed and provides them to the Manager of the unit when requested. Provides quarterly and yearly information on materials ordered, received and invoiced, as well as special projects. Provides quarterly and yearly reports and statistics on GPO collection activities to Manager of the unit. Provides GPO information to the Government Documents Librarian as needed. Provides support and communication to other staff members of the unit to assist in completion of unusually heavy workloads at various points in the year.
- Bachelor's degree or an equivalent combination of education and directly related experience.
- At least six months of library experience. Experience in an academic library is preferred.
- Experience with acquisitions and WVU ProCard processes preferred.
- Basic knowledge or familiarity with library acquisitions.
- Strong organizational skills for managing multiple ordering requests and credit card statements.
- Ability to effectively express technical concepts and demonstrate clear and concise communication styles with varying levels of detail.
- Ability to prioritize responsibilities, adapt to a rapidly changing automated work environment, and contribute new ideas and approaches as changes arise.
- Excellent computer and web searching skills; must be proficient in the use of e-mail, Microsoft Word and Microsoft Excel.
- Must successfully complete the required biennial State Purchasing Card Certification Training after hire.
- Excellent interpersonal and customer service skills for internal and external constituents.
- Ability to maintain confidentiality of sensitive information.
- Ability to work effectively and constructively in a team situation with other technical support staff.
- Ability to gain a thorough knowledge of current purchasing guidelines and procedures and effective implementation.
Physical demands include:
- Must be able to life boxes weighing up to 40 lbs. (daily)
- Must be able to stand, end, and carry library materials for distribution (daily)
- Must be able to sit for lengthy periods of time focusing on a computer screen (daily)
At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.
From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position.
Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.
Creating an inclusive, engaged, and dynamic learning environment is core to WVU's academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.
To learn more about West Virginia University, visit go.wvu.edu. View current career opportunities at careers.wvu.edu.
West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.