Acquisitions Coordinator

Acquisitions Coordinator

Job no: 497517

Full time/Part time: Full-time

Location: South Orange

Categories: Staff

This position reports to the Acquisitions and Collections Librarian. This position coordinates the activities of Acquisitions as a department including setting workflow procedures and documentation. This includes: supervision of 2 collection services staff members on acquisitions-related tasks as assigned; supervision of 1-2 student workers; receive, create and process orders through e-procurement workflows including ordering, preparing PO requests, submitting invoices for payment, and tracking disbursals in University financial system for materials leased or purchased for the Libraries' physical and electronic collections; maintain the financial and acquisitions modules of the library management system (orders, invoices, finance, agreements, licenses, organizations, inventory, and receiving); select and enhance quality bibliographic records or create brief catalog records when necessary for ordered physical materials; maintain detailed financial records for reporting; understand, maintain, and make accessible license terms for electronic resources in library catalog; supervise and curate library's online A-Z database list; connect e-resource holdings to appropriate vendor agreement and maintain ongoing administration and support; choose vendors and maintain good working relationships with same; maintain and reconcile records of credit card payments; train library faculty and staff on how to use vendor order platforms for placing orders; maintain regular communications with University's finance departments regarding vendor payments and issues.

Duties and Responsibilities:

1. Coordinate all activities for the Acquisitions dept., maintaining a smooth workflow. Select appropriate vendors for purchases and maintain working relationships with Purchasing, Accounts Payable, Grants Accounting, Card Compliance, and library vendors. Place orders, manage e-resource renewals and cancelations, create purchase orders, receive items in library management system, and process and document invoices efficiently and in a timely manner and assist in the efficient flow of physical and electronic resources to Seton Hall users utilizing project management software, advanced spreadsheet manipulation, and the library management system. Select and enhance quality bibliographic records using automated job profiles or create original brief records when necessary for cataloging and discovery purposes. Participate in acquisition and management of electronic resources, including supervision and curation of library online A-Z database list and connection and ongoing mainetenace of of e-resources to vendor agreement in library management system. Provide training to library faculty and staff on how to use vendor order platforms and maintain current skills and efficiencies through attendance of trainings and new product presentations from vendors and library professional development sessions; schedule staff and student workers as needed. Maintain and reconcile records of credit card payments; research and process orders - including rush items. Assign index and fund codes and track payments through the University process; Resolve any shipping, billing, invoicing, and escalate online access related problems to appropriate collection services librarian.

2. Maintain statistics of the Libraries' expenditures for internal and external reporting, including annual reports. Perform daily maintenance of Libraries funds and expenditure, records and data in University e-procurement system, internal library management system, and spreadsheet analysis to ensure accurate accounts and reporting. Manage fund structures in library management system, maintain expense classes, track gift/restricted fund expenditures, and prepare and execute annual fiscal year rollovers in library management system. Review vendor licenses, update terms of use for access and resource sharing, and ensure license terms are accurately identified in management system and displayed externally in the library catalog. Requires understanding of library license terms including copyright and AI. Maintain documentation and terms of agreements in library management system and ensure appropriate connection to eHoldings. Track resource cancelations for historical records. Assist with retrieval of usage statistics for electronic resources and provide cost/use analysis for renewal evaluations.

3. Maintain excellent communication with vendors, faculty, library, and external University offices. Contact specialized vendors as the Library develops its purchased and leased collections. Work closely with vendors and the University's procurement department to ensure that POs are assigned, invoices are paid by the University in a timely manner to avoid finance charges, and vendors are notified of any payment delays. Work with domestic and international book vendors to administer curated purchasing plans. Communicate with University faculty regarding purchase requests, including electronic and international purchases. Maintain regular communication with interlibrary loan department regarding unmet lending requests to fulfill through purchases for library collection. Participate in collection development of specialized collections as needed. Participate in gift material workflow including tracking receipt and processing of items, maintaining statistics, and ensuring donor acknowledgements are processed.

4. Supervise and guide dept. staff and student workers in an efficient and effective manner. Provide training on current methods, systems, resources and technologies. Maintain up-to-date documentation on all acquisitions and licensing workflows. Participate in monthly Library Collection Development Committee meetings to provide updates to library faculty as needed.

Required Qualifications:

Library management system experience required, familiarity with internal fund management/tracking; high proficiency with using Excel and Word. High level of understanding of searching databases, vendor websites, library catalogs, and ability to train others to use the same. Ability to evaluate and select bibliographic metadata records. Ability to perform data compilation and analysis. Demonstrated ability to follow, update, and maintain workflow documentation. Must demonstrate ability to be organized, detail-oriented, and self-directed with a good sense of when to draw on the expertise of the supervising librarian. Ability to maintain collegial relationships across the department, university, and with domestic and international vendors is essential. Fast-paced environment requires the ability to evaluate and manage the priority of multiple tasks to ensure acquisition and payment timelines are met efficiently and effectively.

Desired Qualifications:

Ability to read foreign languages is a plus, but not a requirement.

Salary Range:

$31.217 /per hour

Exempt/Nonexempt: Nonexempt

Physical Demands: General Office Environment

Special Instructions to Applicants:

Please provide 3 professional references.

Benefits Information:

Full Time Benefits

Life today is complex. That’s why Seton Hall University offers a comprehensive package of benefits and programs to help you simplify and enrich your life.

These benefits are important elements of your total university compensation package. Benefits include but are not limited to bundled medical, prescription, and vision insurance, dental insurance, and life insurance, and retirement plan. More information is available at https://www.shu.edu/human-resources/benefits.html.

Seton Hall University is located in South Orange, New Jersey, 14 miles from New York City. It is the oldest Catholic diocesan institution of higher education in the United States and is home to about 6,300 undergraduate and 3,700 graduate students. A vibrant and culturally inclusive community, Seton Hall pursues academic excellence and ethical development in a collaborative environment and prepares its students to be servant leaders in their professional and community lives. Seton Hall University is an equal opportunity employer. It honors diverse perspectives and welcomes employees from all faith traditions. In turn, its employees respect Catholic beliefs and values, engage in servant leadership, and support the University’s mission as a Catholic institution of higher education.

Advertised: 24 Oct 2026 Eastern Daylight Time

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