Electronic Resources Management Assistant

University of Chicago; United States; Hybrid; USD 29,000 - 42,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

The University of Chicago Library is seeking an Electronic Resources Management Assistant to support access, maintenance, and renewals of e-resources including databases, e-books, and e-journals.

Under supervision of the ERM Librarian, you will manage subscriptions, assist patrons via LibAnswers and Zoom/Teams, and document purchases in FOLIO and discovery systems. Hybrid schedule and paid time off benefits accompany the role.

Qualifications

• Education: High school diploma or equivalent; Bachelor's degree preferred.
• Technical knowledge of vendor systems and library management systems.
• MS Excel or similar spreadsheet proficiency at an intermediate level.
• Familiarity with library databases and electronic resources preferred.

Responsibilities

• Manage assigned subscription renewals/cancellations; request vendor quotes and track invoices.
• Provide direct assistance for e-resource access via LibAnswers, email, phone, and video calls.
• Place and follow up on orders; ensure access and invoicing accuracy.
• Create/update records in FOLIO for purchases, subscriptions, and OA resources.
• Update discovery records (SFX, LibGuides) to reflect holdings and access.
• Set up new platforms and troubleshoot authentication with OpenAthens as needed.
• Navigate vendor interfaces to gather usage statistics from multiple sources.
• May hire/train student staff and supervise routine library tasks.
• Other duties as assigned.

Skills

MS Excel

Library systems

Vendor systems

Education

High school diploma or equivalent

Bachelor’s degree preferred

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

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, Experience, or Certifications

• 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 more hours.
• Ability to perform repetitive wrist, hand, and finger movements.
• Ability to operate standard office equipment and job-related equipment.

Pay Range

$20.69 - 30.29 per hour

Pay Rate Type

Hourly Pay Range $0.00. The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Required Documents

Resume/CV Contact reference List (3)

Benefit Eligibility

Yes The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.

Job Details

• Scheduled Weekly Hours 37.5
• Union 024- Local 743, I.B.T. Clerical
• Job is Exempt
• No Drug Test Required
• No Health Screen Required
• No Motor Vehicle Record Inquiry Required
• No Posting Date 2026-10-23
• Job is Exempt

Background Check

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

Company Culture

The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to free and open inquiry draws inspired scholars to our global campuses, where ideas are born that challenge and change the world. We empower individuals to challenge conventional thinking in pursuit of original ideas. Students in the College develop critical, analytic, and writing skills in our rigorous, interdisciplinary core curriculum. Through graduate programs, students test their ideas with UChicago scholars, and become the next generation of leaders in academia, industry, nonprofits, and government.

Equal Opportunity Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.