Acquisitions Manager

Acquisitions Manager
Saint Mary’s College of California

Closing Date/Time: Fri. 11/09/12 11:59 PM Pacific Time
Salary: Depends on Qualifications
Job Type: Full-Time
Location: Main Campus, 1928 Saint Mary’s Road, Moraga, CA 94556, California

Founded in 1863, Saint Mary’s is a residential campus nestled 20 miles east of San Francisco in the picturesque MoragaValley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary’s currently enrolls more than 4,500 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College.

As a comprehensive and independent institution, Saint Mary’s offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary’s reputation for excellence, innovation and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning and student interaction bring these traditions to life in the 21st century. The College is committed to the educational benefits of diversity. 


Manages the full acquisitions process for $320,000 annual Library materials (print and electronic) except periodicals and databases. This involves coordinating the selections of 11 subject specialists, collaborating with business office personnel and publisher acquisition staff placing over 5,000 complex, non-standard orders and over 300 standing order agreements. Identifies, orders, verifies and reconciles against over 2,500 fund accounts, documenting financial transactions and monitoring expenditures to ensure they do not exceed fund amounts. Technical requirements include an expert skill level with the Library’s commercially-supplied automated acquisition system, the college’s purchasing system, and advanced spreadsheet and analytical skills. Requires a thorough knowledge of the publishing patterns and ordering requirements of over 100 publishers and jobbers/suppliers. Serves as a resource to faculty and staff for publishing practices, sources of materials, and procurement methods. Verifies and approves all payments. Creates reports requiring a sophisticated level of skill in multiple systems to extract financial and analytical data.

Ordering and receiving: Receive 4-5000 material requests from librarian selectors; provide additional information needed for ordering, e.g., price/availability, verification of title and/or source. Search the library catalogs and other files to determine whether a potential purchase or a requested item is already in the library’s collection, on order, or in processing; identify the relationship of requested item to other titles already owned; work with librarian selectors to resolve potential duplication of materials. Review, edit, and transmit 3,500 electronic orders per year to 20 principal vendors; initiate other orders by mail, email, fax, or telephone; set up accounting mechanisms appropriate to each vendor; create or download an order record for each of the 4-5,000 new titles in the online catalog/acquisitions system. Manage standing order records in the acquisitions system for over 300 titles, requiring periodic follow-up, claims, and projections of future expenditures. Initiate orders and inquiries for irregular or infrequent items as dictated by the schedule set up in the online system. Verify the receipt of the correct item against the original order and the invoice; inspect physical quality of materials

Budget control: Responsible for accurate records of 4-5,000 transactions per year, monitoring a budget of approximately $320,000.

Communication and interaction: Communicate daily with vendors on publishing schedules, content/availability of materials and choices of format, as well as other more routine matters, e.g., orders, claims, billing errors, defective materials, duplicates, back orders, out of print titles, etc. Maintain effective working relationships with vendor representatives regarding changes in policies and services. Work closely with cataloging staff to provide accurate bibliographic information as well as instructions on reserves, holds, back orders on missing volumes, replacement purchases, rush requests, etc. Work with Circulation staff for the placing of holds on items requested by faculty. Insure that the requesting faculty, librarian, staff, or student is notified when requested items have been received and processed; train new selectors in the use of the online order system of our primary vendor and in other procedures for requesting materials. Respond to requests from faculty and staff for information and advice on procurement of published materials.

Reports and documentation: Extract information from acquisitions records for periodic expenditure reporting; work closely with the Business Office and Purchasing to document transactions and resolve discrepancies in payments made and/or accounts debited. Create and maintain written procedures using the Library WIKI. Research alternate vendors for purchase of non-print materials (e.g., video and CD requests from librarian selectors); work with the Collection Development Coordinator to fund and document non-book and e-book purchases from the books accounts.

Assess and Improve Procedures. Collaborate with members of the Collection Services Team, Library Staff, and Business Office and vendor colleagues in the identification, proposal, and implementation of new procedures and technologies which will streamline operations and enhance access to Library collections for students, faculty and staff. Examples include new Millennium features, new vendor acquisitions procedures, and new insights gained from experience.

Training and Development. Participate in training and development opportunities which enhance Acquisition Manager’s knowledge of the College Community; train both interdepartmentally and with external resources in furthering Acquisition Manager’s knowledge of the professional responsibilities of Acquisitions procedures and trends within the scholarly publishing industry.

Other Duties as Assigned: Work on special projects as assigned, both within and outside the acquisitions unit; participate in annual shelf-reading and inventories, stack maintenance and staff orientation; serve on search committees and other working groups as assigned by the Dept. Head or the Dean for Academic Resources; attend library, campus and external meetings and workshops relevant to the position and the library and college mission.

Experience and Qualifications:

2 years of college required.
Bachelor’s Degree preferred.

Experience: Two years of directly related library experience, preferably in acquisitions; relevant courses from a library technology program may be partially acceptable as experience; prior experience with Innovative Interfaces Integrated library system is highly desirable.

Skills/Abilities: Demonstrated successful accounting and bookkeeping skills; ability to use spreadsheet, database and word processing software required; ability to perform and exert quality control over fiscal analyses, excellent organization and communication skills as well as attention to detail and accuracy.

Preferred: Library Technician Certificate

Supplemental Information:

Application Instructions: Please apply on-line at . Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College.

A complete application includes:
• A letter of interest and how you are prepared to support the Mission of the College
• A resume and an on-line application
• The name and contact information for three (3) professional references.

Candidates who submit names of references should expect that references will be contacted, in confidence, by the College and that credentials will be confirmed prior to hire.

Candidates who become finalists will be expected to sign a consent authorizing a broader inquiry.

Saint Mary’s is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998, and the Campus Sex Crimes Prevention Act

Notification with regard to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998, and the Campus Sex Crimes Prevention Act.

As provided by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act of 1998, Saint Mary’s College of California through its Department of Public Safety, annually provides notice and makes available copies of the Annual Security Report, to the campus community, prospective students, employees and the public. Each Security Report includes statistics for the past three years concerning crimes and incidents (whether they occurred on campus, in off-campus building and property owned or controlled by the College, or on public property adjacent to campus) reported to campus security authorities. Each Security Report also provides campus policies and practices concerning security – how to report sexual assaults and other crimes, crime prevention efforts, policies/laws governing alcohol and drugs, victims’ assistance programs, student discipline, college resources, and other matters. The Security Report is publicly available electronically or hard copy in the following ways: electronically:; in person: Department of Public Safety, Administrative Office, Siena Hall: or by or by Mail or Telephone Request: Department of Public Safety, P.O. Box 3111, Moraga, CA 94575-3111 (925) 631-4052.

In addition, as provided by the Campus Sex Crimes Prevention Act, the Contra Costa County Sheriff’s Office maintains a Megan’s Law database of sex crime offenders, which information may be obtained from the Sheriff’s office located at 500 Court Street, Martinez, Monday-Friday, 9 am to 4 pm.

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