Position Description

Head of Acquisitions

Date Prepared: August 28, 2006
A. GENERAL INFORMATION:
Descriptive Title: Acquisitions Head
Supervisor: Carlen Ruschoff, Director of Technical Services
Library Division/Production Group/Unit: Technical Services/Acquisitions
FTE: 100 %
Permanent

B. POSITION SUMMARY:
Within a team environment, responsible for planning, developing, and managing all aspects of procurement of library material (encompassing all media and formats) for the UM College Park Libraries, and electronic resources for the Maryland Digital Library (MDL) and University System of Maryland and Affiliated Institutions (USMAI). To accomplish this goal, manages and leads acquisition production group with teams for ordering, continuing resources and business. Serves as team leader for the Acquisitions Production Group Leadership Team and is a member of the Technical Services’ Leadership and Planning Team. Works with selectors to develop and refine approaches to the transition from print acquisitions to licensing electronic resources. Participates in the management of electronic resources including licensing issues.

C. ORGANIZATIONAL CHARACTERISTICS:
The University of Maryland Libraries promotes a team based, collaborative, continuous learning environment. Librarians hold faculty status and contribute to the teaching, service and research mission of the University. This position coordinates and facilitates inter and intra production group activities, facilitates organizational communications, fosters an environment of shared responsibility, and develops and promotes strategic plans and vision. As a team leader, works directly with team members to plan, develop, and implement ongoing activities and special projects and establish team goals and objectives. Provides leadership through active participation on teams and committees at the production group, division, Library, and University level and within the profession.

D. PRINCIPAL ACCOUNTABILITIES:

1. 1. Develops and implements (in consultation with TSD Director and others) policies, standards, goals, and procedures to continuously improve workflow. Assesses production group resources and needs and recommends adjustments.
2. Resolves complex acquisitions problems and applies knowledge of current issues and trends in acquisitions, scholarly communications, and the publishing industry to improve services.
3. Ensures that all acquisitions are processed correctly in a timely and cost effective manner, in accordance with State Procurement Guidelines and Regulations.
4. Monitors library materials expenditures. Responsible for the accuracy and integrity of the acquisitions management information system. Develops/analyzes statistical and financial data and prepares reports for Collection Management and the Library administration.
5. Establishes and maintains business relationships with vendors and assesses vendor performance. Serves as the primary Technical Services contact with acquisitions vendors. Coordinates blanket orders and approval plans. Manages procurement contracts and works with vendors to improve products and services.
6. Develops and implements (in consultation with the Technical Services Leadership Team) policies, standards, goals, and procedures to continuously improve workflow. Assesses production group resources and needs and recommends adjustments.
7. Works with the University’s Accounts Payable unit to facilitate and expedite the payment of vendor invoices.
8. Performs performance review and development, discipline, etc. Determines performance deficiencies and designs interventions. Provides input for merit assessments.
9. Evaluates training needs, including needs for cross-training, and assists staff in acquiring the skills, knowledge, and competencies needed to improve job performance and to assure that tasks have primary and back-up assignments.
10. Collaborates with other divisions and colleagues to improve service.
11. Coordinates purchases of electronic resources for CP, USMAI, and Maryland Digital Libraries. Participates with Collection Management in licensing terms.
12. Oversees copyright clearance for e-reserves.

In all work, meets the Libraries’ organizational citizenship expectations (OCEs), which include focus on the customer, commitment to quality, understanding of and commitments to diversity. The full statement of expectations is at http://www.lib.umd.edu/groups/learning/citizenship.html

Primary interactions include all levels of staff within the Production Group; Production Group Leaders, and team leaders throughout the division. Outside of the TSD, primary interactions include ITD staff, Director of Collection Management & Special Collections, the Collection Management Coordinator, Selectors, and Collection Management Team Members, other leaders and colleagues from other divisions, and the campus comptroller’s office. Other interactions include faculty and staff in other academic libraries; outside vendors and suppliers such as OCLC and PALINET; students, faculty, and staff of the University.

F. FISCAL RESPONSIBILITY:
Monitors materials acquisitions expenditures budget of over 8 million dollars, the endowment funds, and the labor and assistance budget.

G. PHYSICAL WORKING CONDITIONS:
Normal office environment.

H. QUALIFICATIONS:
Minimum Academic Level:
Master’s degree in library science from a graduate program accredited by the American Library Association or equivalent professional degree and relevant library acquisitions experience.

Minimum Practical Experience:
Five years of relevant, progressively responsible, professional experience in a mid- to large size academic or research library, at least two of which must have been in managing an acquisitions unit. Extensive experience with automated acquisitions systems and automated library systems in an academic research library. Thorough knowledge of technical services. In-depth knowledge of acquisitions and serials issues and an awareness of emerging trends. Thorough knowledge of vendor negotiations, scholarly communication, publishing trends, book and subscription trade. Familiarity with basic accounting principles.

Other Knowledge, skills, abilities and competencies:
Demonstrated management, supervisory, and leadership skills. Must have ability to manage a broad variety of tasks in response to varying time pressures with shifting priorities and changing constraints. Ability to create and manage organizational change; to maintain a systematic perspective; to involve and influence others to accept new ideas or innovative approaches; to lead in a team-based organization. Must have the ability to take direction as well as provide direction and motivation to a large staff. Evidence of ability to interact collaboratively and work effectively with teams. Competence in bibliographic and acquisitions data management, as well as spreadsheet packages and desktop tools. Evidence of strong service orientation; an ability to anticipate customer needs and seek ways of providing satisfactory solutions. Ability to interact effectively with a broad variety of staff within and outside of Technical Services. Excellent interpersonal skills; ability to communicate clearly, knowledgeably, and personably, orally and in writing with all persons potentially affected by the scope of the work. Demonstrated record of professional contribution.

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