Electronic Resources Management Assistant

University of Chicago; Chicago (IL); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

The University of Chicago Library seeks an Electronic Resources Management Assistant to support access and maintenance of databases, e-books, and e-journals, including renewals, data gathering, and special projects.

Under supervision of the Electronic Resources Management Librarian, you may train student staff, create and update records in FOLIO and discovery systems, troubleshoot access issues, and coordinate with vendors and OpenAthens to ensure seamless access for patrons and staff.

Qualifications

• High school diploma or equivalent from an accredited institution required.
• Bachelor's degree preferred.
• Ability to learn and work with a variety of systems, including library management systems.
• Intermediate knowledge of MS Excel or other spreadsheet software required.
• Familiarity with library-specific systems, databases and electronic resources preferred.

Responsibilities

• Manage assigned subscription renewals and cancellations, including quotes, usage data, approvals and invoices.
• Provide direct assistance for e-resource access issues to patrons and staff via ticketing, email, phone, and video walkthroughs.
• Place orders, track outstanding orders, and ensure access and invoicing are correct.
• Create/update records in FOLIO to document purchases and subscriptions.
• Create/update records in discovery systems to reflect holdings and access.
• Set up new platforms and troubleshoot authentication issues with vendors and OpenAthens.
• Navigate vendor interfaces to gather usage statistics from multiple sources.
• May hire, train, and direct student employees.

Skills

Initiative

Accuracy

Communication

Interpersonal skills

Adaptability

Problem-solving

Education

High school diploma or equivalent

Bachelor's degree preferred

Tools

FOLIO

LibAnswers

SFX

LibGuides

MS Excel

Job description

Department Library C & A - E-Resources

About the Department

Widely known as guardian of one of the largest academic library collections in North America, the University of Chicago Library is redefining its role as a provider of services within an increasingly open global knowledge ecosystem. We value open and equitable access to knowledge, freedom of speech and inquiry, and working in partnership within and beyond the UChicago community. We are creating a working environment that embraces innovation and respect and that celebrates and develops staff. As part of the University of Chicago, we offer a wide variety of strong benefits and programs to academics and staff. From a choice of comprehensive health plan options and wellness programs, short and long-term disability insurance, continuing education opportunities including educational assistance plans, competitive retirement plans and paid time off (vacation, personal and University holidays), we're committed to providing benefits and a work environment that matters!

Job Information

Job Summary

Under the supervision of the Electronic Resources Management Librarian, and following established procedures, the Electronic Resources Management Assistant performs a broad range of complex and routine acquisitions and Electronic Resources Management (ERM) processes. The Assistant is responsible for access and maintenance of databases, e-books, and e-journals; troubleshooting and problem resolution; and statistics, data gathering, and analysis for renewals, annual reports, and special projects. The role may hire, train, plan, and direct the work of student employees in a range of routine library tasks.

Responsibilities

• Manage assigned subscription renewals and cancellations, including requesting quotes from vendors, retrieving usage data, getting approval from librarians and administrators as necessary, updating data within library systems, notifying vendors of decisions, and ensuring all invoices for assigned renewals are sent promptly for payment.
• Provide direct assistance for e-resource access issues to patrons and library staff through ticketing system (LibAnswers), email, phone, and live video walkthroughs (Zoom/Teams).
• Place orders, follow up on outstanding orders, and ensure appropriate access is provided for all new orders and that all invoices are sent for payment.
• Create and update records in the integrated library system (FOLIO) to document purchases, subscriptions and open access to resources.
• Create and update records in discovery systems (SFX, LibGuides, etc.) to record our holdings and make resources available to users.
• Set up new platforms and troubleshoot authentication issues, working with the vendor and our OpenAthens provider as needed.
• Navigate through vendor interfaces to find, download, and compile usage statistics from a wide variety of sources.
• May hire, train, plan, and direct the work of student employees.
• Other duties as assigned.

Competencies

• Demonstrate initiative, accuracy, thoroughness, and the ability to work independently and efficiently.
• Strong interpersonal, verbal, and written communication skills.
• Ability to establish and maintain relationships at all organizational levels.
• Ability to be flexible and adapt readily to changes in technology and workflow.
• Ability to use discretion and problem-solving in everyday tasks with confidence and a mindset open to different possibilities.

Education

• High school diploma or equivalent from an accredited institution required.
• Bachelor's degree preferred.

Technical Knowledge or Skills

• Ability to learn and work with a variety of systems and software to perform everyday tasks, including vendor systems and library management systems, required.
• Intermediate knowledge of MS Excel or other spreadsheet software required.
• Familiarity with library-specific systems, databases, and other academic electronic resources preferred.

Working Conditions and Physical Requirements

• Office environment.
• Must be able to work core hours, Monday-Friday, between 9:00 a.m. - 3:00 p.m. Schedule set upon successful hire.
• Hybrid work arrangement of up to 3 days after initial training period.
• Ability to read print and electronic materials with sustained visual focus, including color and depth perception.
• Ability to sit and use a computer for 4 or