Acquisitions Associate

The Claremont Colleges Services; Claremont (CA); Hybrid; USD 48,000 - 50,000; Full time

Benefits offered by this job

Medical, dental, vision

Retirement contributions

Group life insurance

Generous time off

Professional development funds

Discounts for mobile plans

Fitness facilities

Job summary

The Claremont Colleges Services seeks an Acquisitions Associate to manage ordering, invoicing, and access records for library resources. The role collaborates with vendors and library staff to ensure timely processing and accurate data maintenance.

From day one, you will help monitor ongoing resources, support data analyses, and participate in process improvements within a collaborative, office-based environment with a future hybrid work arrangement.

Qualifications

• Education/Training: High School Diploma or the equivalent.
• Experience: None required.
• Proficient in Excel, Word, Outlook, Google Sheets, Google Docs.

Responsibilities

• Acquisitions tasks including ordering, copy cataloging, and payments.
• Maintains records and reconciles invoices with vendors.
• Supports data gathering and reporting for collection management.
• Improves workflows and assists with team projects.

Skills

Attention to detail

Teamwork

Problem solving

Excel

Word

Outlook

Google Sheets

Google Docs

Communication

Reliability

Education

High School Diploma

Job description

ABOUT THE POSITION** :**

The Acquisitions Associate plays an important role in The Claremont Colleges Library’s (TCCL) provision of access to collections across all formats. Reporting to the Head of Collection Management, this position performs the day-to-day work of ordering and tracking resources, processing invoices and payments, maintaining acquisitions and access records, resolving routine resource issues, and carrying out established workflows in collaboration with vendors and library colleagues. The role also contributes to data maintenance, reporting, and process improvements that keep collection management operations running smoothly.

This position is ideal for a detail-oriented person who enjoys problem-solving, working with data and financial transactions, and making a meaningful contribution to library services as part of a collaborative team.

This full-time position follows a Monday-Friday schedule and is eligible for a hybrid work arrangement following an initial training period.

• Priority Deadline: The deadline for first consideration is September 20, 2026.

Union: This position is represented by The Claremont Colleges Services Library Staff Federation AFT Local 6735. The employee in this position will be bound by the collective bargaining agreement.

ESSENTIAL FUNCTIONS

The following are the fundamental duties and responsibilities of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position.

Acquisitions Tasks (85%)

• Acquires new information resources and maintains continuing access to ongoing resources in all formats.

• Performs functions related to ordering, copy cataloging, and payments for new and existing information resources in all formats and acquisition modes.

• Uses established guidelines to acquire and maintain print and electronic serials

• Completes reconciliation and processing of the library’s consortial invoices.

• Works closely with TCCS Financial services in ensuring financial operations related to information resources acquisitions and material budget management.

• Works closely with the division Director and Managers to follow best practices, policies, procedures, and guidelines relating to acquisitions, print and e‐resource management, and copy cataloging.

• Monitors acquisitions group email accounts and/or help tickets and responds as needed.

• Communicates effectively with vendors, staff, and patrons.

• Provides assistance in answering task- or project-related questions asked by student staff.

Collections and Data Gathering Tasks (10%)

• Assists with collections and acquisitions-related data gathering and analysis projects.

• Collects usage data per established workflows.

• Documents and updates workflows-related tasks.

General Tasks (5%)

• Improves system and application skills in order to increase efficiency and knowledge of library resources.

• Assists with projects prioritized in the division as needed.

• Participates in library-wide activities by leading and serving on teams, committees, and task forces.

• Perform other related duties as assigned.

QUALIFICATIONS

Unless otherwise stated, the following qualifications are required to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below.

Education/Training: High School Diploma or the equivalent.

Experience: None required.

Knowledge, Skills, and Abilities:

• Strong attention to detail with the ability to review and ensure the accuracy of your work.

• Good decision-making skills and the ability to prioritize tasks effectively while working independently.

• Ability to work effectively in a team environment.

• Skill in recognizing, defining, and analyzing challenges, problems, and difficult situations, and in identifying and proposing/implementing solutions.

• Proficient in Excel, Word, Outlook, Google Sheets, Google Docs

• Ability to focus on and complete tasks that require attention to detail.

• Excellent written and verbal communication skills.

• Reliable, punctual, and accountable in meeting deadlines and responsibilities.

• Strong commitment to supporting diversity, equity, and inclusivity within the library, as both a place of work and as an educational partner.

Preferred Qualifications:

• Experience with accounts payable processes and practices

• Experience working in a library setting

Physical Requirements:

• This position primarily performs work in an office environment and requires the ability to remain in a stationary position for extended periods while working at a computer.

• The role involves frequent use of a computer, keyboard, mouse, and other standard office equipment, as well as repetitive hand and wrist movements.

• The position requires the ability to communicate effectively in person, by telephone, video conference, and electronic communication; read and interpret printed and electronic documents; and exchangeaccurateinformation with employees, supervisors, and external partners.

• Occasional standing, walking, bending, reaching, and lifting, carrying, pushing, or pulling materials weighing up to 15 pounds may berequired, such as files, office supplies, or computer equipment.

• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Schedule:The regular hours for this full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit.

COMPENSATION

Pay: The pay rate for this position is competitive and commensurate with the duties, responsibilities, and qualifications required for the position, between $23.00-$24.00 per hour.

Benefits: This position is eligible for our employment benefits package including:

• medical, dental, vision

• 10% retirement contributions after one year (no matching required)

• group life insurance

• generous time off

• professional development funds

• discounts for mobile plans, software, and entertainment

• access to fitness facilities

• and more!

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity. TCCS reserves the right to modify job duties or assign additional duties as needed.

ADA/OSHA:

This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

Equal Opportunity Employer:

TCCS is an equal opportunity employer. TCCS managers make employment decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics. All such discrimination is unlawful.