Special Projects and Acquisitions Library Associate

New York State Energy Research and Development Authority; Village of Westbury (NY); On-site; USD 44,000 - 54,000; Full time

Job summary

New York Institute of Technology is seeking a Special Projects and Acquisitions Library Associate to support acquisitions, assessments, annual reports, and strategic library initiatives. You will work with vendors, process orders, verify invoices, and track library budgets across NYIT libraries.

The role involves maintaining budget records, generating routine and ad‑hoc reports, and ensuring timely payments through Workday and other systems.

Qualifications

• Bachelor degree required with strong organizational skills.
• Excellent attention to detail and ability to manage multiple projects.
• Proven ability to prepare accurate reports and work with vendors.

Responsibilities

• Assist with planning and executing special projects, including assessments and annual reports.
• Acquire print books, e-books, media, streaming videos, and rush titles for NYIT libraries.
• Order, receive, and verify resources to prevent duplication.
• Process payments for ordered materials and track budget expenditures.
• Order books/e-books via advanced systems and manage library supplies.
• Trace missing or backordered orders and arrange credits or returns.
• Maintain budget spreadsheets and generate reports for stakeholders.
• Close fiscal year orders and roll over to the new year.

Skills

Organization

Problem-solving

Attention to detail

Reporting

Microsoft Excel

Vendor communications

Budgeting

Education

Bachelor Degree

Tools

Workday

Library management systems

Job description

Overview

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, doctoral, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.

The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 120,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university’s community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

For more information, visit nyit.edu.

Responsibilities

The Special Projects and Acquisitions Library Associate supports various tasks related to special projects, including assistance with assessments, grants, annual reports, and other strategic initiatives. This role also supports the acquisition of library materials for the New York Tech Libraries. The Library Associate works with vendors, processes orders, verifies invoices, and tracks budget expenditures.

Key Responsibilities:

• Assist with planning, organizing, and executing special projects, including assessments, grants, and annual reports.
• Acquire all print books, e-books, media, streaming videos, and rush reserve titles for all NYIT libraries (excluding NYITCOM).
• Order, receive, and verify resources to prevent duplication.
• Process payments for all materials ordered and received.
• Order books and e-books through YBP/GOBI.
• Order supplies for all three NYIT libraries.
• Trace missing, backordered, or incorrect orders as needed, and arrange for credits or returns.
• Maintain and track book budget expenditures for the three NYIT libraries.
• Process orders and payments using Workday platform and institutional credit cards.
• Maintain budgetary spreadsheets for various vendors to ensure accurate allocation and tracking of funds.
• Generate reports for books ordered and received, outstanding/back-ordered titles, and special reports required by national/state organizations (e.g., ACRL) and for accreditation purposes.
• Maintain statistics on database expenditures, monthly and yearly fiscal data, and ongoing tracking of new titles ordered by library and/or HEGIS code.
• Perform fiscal year-end closeout tasks, including closing orders and rolling them over into the new fiscal year.
• Perform other duties as assigned.

Qualifications

Bachelor Degree required.

Strong organizational and problem-solving skills, with excellent attention to detail.

Ability to prepare and maintain accurate and timely reports.

Effective at managing multiple projects and tasks simultaneously.

Strong analytical, written, and verbal communication skills.

Proficiency in Microsoft Office, especially Microsoft Excel, library management systems.

Ability to communicate effectively with vendors and colleagues.

Other Information

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.

Minimum Salary

USD $49,000.00/Yr.

Maximum Salary

USD $49,000.00/Yr.