Acquisitions Assistant, International Collections Emphasis

Yale University; New Haven (CT); On-site; USD 33,000 - 45,000; Full time

Job summary

Yale University in New Haven seeks a detail‑oriented Administrative Support specialist to assist acquisitions, cataloging, and bibliographic access for international and general collections. You will handle non-Latin script materials, search catalogs, and prepare purchase orders with vendors.

The role requires strong Excel skills, experience with Box/SharePoint, and the ability to meet deadlines in a collaborative library environment. On-site work is required at Yale’s New Haven campus.

Qualifications

• Proficient in reading and writing non-Latin scripts (e.g., Chinese/Japanese/Korean/Hebrew/Yiddish/Arabic/Russian).
• Strong Excel and online collaboration tools experience (Box/SharePoint, etc.).
• Analytical thinker with problem-solving skills and ability to meet deadlines.

Responsibilities

• Verify bibliographic data and process acquisitions using catalogs and databases.
• Prepare orders and assist with vendor communications and invoice processing.
• Perform copy cataloging and adjust call numbers to local requirements; manage backlogs.

Skills

Non-Latin scripts

Excel proficiency

Vendor communications

Analytical problem-solving

Education

High school diploma or equivalent

Associate's degree

Tools

Excel

Box

SharePoint

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

Reporting to Manager, Non-Latin Script Acquisitions and Cataloging, provides a broad range of technical services to support acquisitions, cataloging, and bibliographic access to international and general collections. The work involves processing general collections materials and handling materials in non-Latin scripts requiring Romanization.

Acquisitions: Searches and verifies bibliographic data with incomplete information using catalogs, reference sources, and online databases. Identifies and imports records from online databases and creates preliminary records. Creates and updates purchase orders of all types, receives and processes library acquisitions, and processes invoices for payment. Tracks selected approval plan spending with spreadsheets and other tools. Tracks LC subscription receipts following established procedures.

Communicates with selectors and other colleagues regarding a complete range of orders including firm orders, approval plans and continuations. Resolves fund and payment problems and assists with serials renewals for supported collections. Communicates with vendors to make claims and solve complex problems. Communicates with Library Business Office to add and update vendors, to add fund expenditures codes and to resolve invoice document management. Scans invoices into the document management system and updates related metadata.

Cataloging: Performs a range of copy cataloging using local and other library supported databases. Searches other library catalogs for bibliographic information. Adjusts call numbers to meet local requirements and assigns simple non-LC call numbers. Assists in the management of backlogs.

Required Skills And Abilities

• Ability to read and write one or more of the following languages using non-Latin script: Chinese, Japanese, Korean, Hebrew, Yiddish, Arabic, Russian. Language assessment is required.
• Extensive knowledge and proven ability using a variety of office productivity software, specifically Excel or other spreadsheet software. Demonstrated ability using online collaboration tools (e.g. Box, SharePoint, and others).
• Analytical ability and problem-solving skills. Ability to meet deadlines and to exercise judgment in resolving and referring problems
• Oral and written communication skills. Ability to work effectively and efficiently in a team setting and to establish sound working relationships with other units and departments.

Preferred Skills And Abilities

• Preference for specific language skills will be based on current needs of the library.
• Knowledge and ability using integrated library systems (e.g. Alma) for technical services operations.
• Familiarity with library acquisitions and/or cataloging practices and procedures.
• Ability for searching and editing bibliographic records in library management systems, and/or bibliographic databases, such as Alma and OCLC platforms.

Physical Requirements

Ability to push heavy book trucks, carry heavy volumes, reach high shelves, climb ladders, work in locations with dust, and stand or sit for long periods of time.

Principal Responsibilities

• Searches and verifies bibliographic data with incomplete information or source material in catalogs, reference sources, files and databases.
• May prepare books for sale or assist with disposition of materials.
• Prepares order forms for authorized library materials.
• Composes and types correspondence and acknowledgements.
• Communicates by phone and in writing with vendors and publishers to resolve problems.
• May assign vendors and dealers.
• Identifies duplicates of material and prepares description of differences.
• Instructs, revises the work and provides work direction to staff.
• May assist in the coordination and distribution of work.
• Performs additional clerical functions incidental to library activities.

Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Job Posting Date

05/28/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Hourly Range

$28.43

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement. The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.