Acquisitions and Electronic Collections Management Assistant

University of California; San Diego (CA); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

Excellent benefits

Fitness centers on campus

Retirement contribution

Job summary

The University of San Diego is seeking an Acquisitions and Electronic Collections Management Assistant to manage library invoices, data, and electronic resources. You will coordinate with multiple departments to ensure timely payments and accurate records in the Alma Ex Libris ILS, supporting ongoing acquisitions and licensing processes.

The role requires a Bachelor’s degree or equivalent experience, strong Excel skills, and the ability to supervise work-study students.

Qualifications

• Bachelor’s degree required; substitution: a high school diploma plus two years of work experience may substitute for the degree requirement.
• Foundational Excel skills required.
• Adaptable and analytical approach to problem-solving required.

Responsibilities

• Process library invoices in the Alma Ex Libris ILS for timely export to the university accounting system.
• Perform monthly library acquisition expense reconciliation.
• Track and anticipate invoice renewal and subscription renewal schedules.
• Coordinate with campus departments to ensure payment for shared invoices.
• Maintain order and invoice records and update vendor records in records systems.
• Work with the Budget and Operations Manager and Accounts Payable on discrepancies.
• Provide updates on projected expenditures to library management.
• Supervise up to four work-study student assistants.
• Assist with activation of electronic resource orders and access.
• Stay up-to-date with university tax requirements.

Skills

Excel basics

Analytical thinking

Problem solving

Attention to detail

Education

Bachelor’s degree

Job description

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Acquisitions and Electronic Collections Management Assistant

Position Title & Department

Acquisitions and Electronic Collections Management Assistant; Copley Library

Posting #

5673

Department Description

The Helen K. and James S. Copley Library, located on the west end of the campus, currently houses over 500,000 volumes. Collections include books, journals, reference works, databases, government documents, newspapers and electronic journals in many languages, as well as maps, videos, sound recordings, microforms and rare books.

University Description

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges .

Detailed Description

Reporting to the Senior Electronic and Open Content Librarian in coordination with the Head of Collections, Access, and Discovery, the Acquisitions and Electronic Collections Management Assistant oversees payment for library materials and assists with the maintenance and assessment of library electronic resources. This position works closely with the Senior Electronic and Open Content Librarian, the Head of Collections, Access, and Discovery, the Budget and Operations Manager, campus Accounts Payable and Procurement departments, and library vendors to ensure timely placement, set up, payment, and receipt of electronic resource orders. This position analyzes, tracks, and manages a variety of data used in the library acquisitions process, including budget and usage data, to support informed acquisition decisions. The role also assists the Senior Electronic and Open Content Librarian with maintaining Copley Library’s continuing e-resources collections. Additionally, the position coordinates with the Continuing Resources and Licensing Assistant to oversee up to four work-study students. This position works onsite.

Duties and Responsibilities

• Promptly receives, verifies, and processes library materials invoices and credits in the Alma Ex Libris Integrated Library System (ILS) for timely export to the university accounting system.
• Performs monthly library acquisition expense reconciliation.
• Tracks and anticipates invoice renewal schedule for regular library subscriptions.
• Coordinates with other departments on campus to ensure payment for shared invoices.
• Maintains order and invoice records for library resources and communicates with vendors to update records.
• Works closely with the Senior Electronic and Open Content Librarian to track library resource payment statuses, update payment records, and communicate with the Budget and Operations Manager and Accounts Payable on discrepancies or errors.
• Provides updates and reports on projected library expenditures as needed to library management.
• Works with Procurement and library vendors to maintain and update vendor payment profiles in ILS and the university procurement platform.
• Stays up-to-date with current university, state, and federal tax requirements.

Usage Data Management and Collections Assessment

• Harvests and compiles usage data from library vendors and maintains library usage reporting platform.
• Assists Senior Electronic and Open Content Librarian with analyzing usage, budget, and related library resources data across combined datasets to support informed collection assessment decision-making.
• Creates and compiles usage reports for internal and external sharing with various groups.

E-resources Acquisitions and Access

• Assists Senior Electronic and Open Content Librarian with activation of electronic resource orders, including e-journals, databases, e-book packages, and open access collections.
• Oversees update notifications in ILS related to electronic collections access.
• Provides coverage as needed for basic troubleshooting related to technical issues with accessing electronic resources.

General and Miscellaneous Duties

• Coordinates with Continuing Resources and Licensing Assistant to hire, train, supervise, and evaluate up to four work study student assistants.
• Participates in library activities and committees.
• Maintains technical knowledge by attending education workshops, etc.
• Maintains and revises documentation.
• Other duties as assigned.

Special Conditions of Employment

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements

Minimum Qualifications

• Bachelor’s degree required. Substitution: A high school diploma plus two years of work experience may substitute for the degree requirement.
• Foundational Excel skills required.
• Adaptable and analytical approach to problem-solving required.

Preferred Qualifications

• Previous accounting or budget experience preferred.
• Previous academic library or acquisitions related work experience preferred.
• Experience with Ex Libris Alma and Workday preferred.
• One year supervisory or leadership experience preferred.

Performance Expectations- Knowledge, Skills andAbilities

• Organizes, prioritizes, and performs detail-oriented tasks.
• Maintains consistent accuracy and quality during routine work.
• Writes clearly and concisely for diverse internal and external teams.
• Excellent, practical computer skills; able to research and find information online.
• Aptitude and willingness to learn intermediate spreadsheet functions.
• Works effectively with different teams to problem-solve together.
• Works independently with guided autonomy.
• Works with and safeguards confidential information.
• Demonstrates a commitment to continuous learning and to current trends related to job duties.
• Enforces and follows Copley Library and University policies.

$21.82 - $28.02 per hour; Excellent Benefits

• The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers.

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Hours: 37.5 hours per week

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed. The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

Advertised: August 07, 2026 Pacific Daylight Time

Applications close: Open until filled

Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf . This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at [e-mail] , by calling [phone], or in-person in the Hughes Administration Center, room 150.