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Position Summary

The Collection Services Assistant supports the operations of Campbell Library’s Collection Services unit by assisting with acquisitions, budget coordination, and vendor relationship management in collaboration with the Associate Director, Collection Services, and the University’s central IRT Finance team.

This position helps ensure that library collections and related resources are acquired and maintained efficiently by preparing documentation, tracking renewals, monitoring budget activity, and facilitating communication among library staff, IRT Finance, vendors, and other University partners. The role also contributes to the analysis of collection expenditures and the preparation of materials needed for contract evaluation and vendor negotiations. The Collection Services Assistant plays a crucial role in maintaining accurate records, enhancing workflow efficiency, and supporting the Associate Director’s decision-making across all areas of collection management.

Essential Duties & Responsibilities

Acquisitions and Contract Coordination - 35%

+ Prepare and organize materials to support the acquisition and renewal of print and electronic resources, including vendor quotes, pricing analyses, and contract summaries.

+ Assist the Associate Director in evaluating and negotiating vendor agreements by gathering comparative pricing data, usage information, and prior contract terms.

+ Coordinate with the IRT central finance and procurement teams to ensure accurate information and documentation are provided for purchasing and payment processes.

+ Maintain records of order requests, vendor information, and renewal timelines to support timely review and approval.

+ Track and document communications with vendors and consortium partners regarding orders, renewals, and terms of service.

Budget Analysis and Financial Liaison - 35%

+ Collaborate with the IRT central finance team to monitor library collection budgets and funds, ensuring allocations and expenditures are accurately reflected in Alma and other reporting systems.

+ Assist in preparing regular budget and expenditure analyses for the Associate Director, identifying spending patterns and providing supporting data for budget planning.

+ Help reconcile collection-related data between Alma and the University financial systems and prepare documentation for IRT Finance review.

+ Contribute to the development of dashboards and reports used to monitor collection trends, encumbrances, and renewal cycles.

Collection Development and Stakeholder Support - 20%

+ Respond to inquiries from library directors, faculty, and staff regarding potential new resources, renewals, and collection priorities, providing background data and summaries for the Associate Director’s consideration.

+ Help collect and organize usage statistics, feedback, and vendor performance data to inform future collection decisions.

Operational and Administrative Support - 10%

+ Assist in maintaining documentation, workflow guides, and reference materials related to acquisitions, licensing, and assessment.

+ Support the coordination of the Campbell Library operational budget through data gathering and reporting.

+ Participate in projects and initiatives to streamline processes and improve communication between the library and finance teams.

+ Other duties as assigned.

Qualifications

+ Bachelor’s degree and at least three (3) years of experience working in an academic library or related environment.

+ At least five (5) years working with Ex Libris Alma Library Services Platform.

+ Strong attention to detail in record-keeping, data entry, and document management.

+ Excellent communication skills and the ability to coordinate effectively with vendors, finance staff, and colleagues across departments.

+ Experience supporting acquisitions, finance coordination, or contract administration in an academic or research setting.

+ Knowledge of procurement processes and vendor relations within higher education.

+ Experience assisting with budget analysis or financial reporting.

+ Ability to interpret and summarize usage or expenditure data for decision-making.

+ Familiarity with integrated library systems (such as Alma) and office productivity applications.

NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Six (6) years of professional experience in different aspects of administration and business practices; including design and implementation of policy and procedures, vendor service contracts and improving and updating management practices.

OR

Possession of a bachelor's degree from an accredited college or university; and two (2) years of the above-mentioned professional experience.

OR

Possession of a master's degree; and one (1) year of the above-mentioned professional experience.

NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.

Salary & Benefits:

+ In compliance with The State of New Jersey's Pay Transparency Act, the annual base salary range for this position is CWA: Range 21 ($64,340 - $73,256), with placement within the range determined by candidate's qualifications, professional experience, internal equity, and other factors.

+ For internal applicants, salary is determined per the Pay Adjustment formula (NJAC 4A:3-4.9 & 4.10)

+ For eligible employees, benefits include: comprehensive NJ State health, dental and retirement benefits, extensive accrued time off/paid holidays, and tuition reimbursement for employee, spouse, and dependents to attend Rowan University, Glassboro. (Tuition reimbursement will apply to undergraduate degrees only for spouse and dependents).

+ For more detailed information, please visit: https://sites.rowan.edu/hr/benefits/

Notes:

+ Candidates must be legally authorized to work in the US, and the university will not sponsor an applicant for a work visa for this position.

+ Only completed online applications submitted on or before the posted deadline will be considered.