Firm Order Acquisition Specialist

Position Details

University of Colorado | Denver

Official Title: Academic Services Entry Pro

Working Title: Firm Order Acquisition Specialist

FTE: Full-time 1.0 (100%) FTE | Hybrid

Salary Range: $44,800 - $48,878

Position #00738158- Requisition #36941

Join the University of Colorado Denver

About the University of Colorado - Denver
Millions of moments start at CU Denver, a place where innovation, research, and learning meet in the heart of a global city. We're the state's premier public urban research university with more than 100 in-demand, top ranked bachelors, master's, and doctoral degree programs. We partner with diverse learners-at any stage of their life and career-for transformative educational experiences. Across seven schools and colleges, our leading faculty inspires and works alongside students to solve complex challenges and produce impactful creative work. As part of the state's largest university system, CU Denver is a major contributor to the Colorado economy, with 2,000 employees and an annual economic impact of $800 million. To learn more about how CU Denver helps learners meet their moment, visit ucdenver.edu.

Job Description

* Applications are accepted electronically ONLY at www.cu.edu/cu-careers *

The Auraria Library serves the campus' over 45,000 students, including many first-generation, underrepresented, and non-traditional students, and sees more than 750,000 visits a year. The Collection Development and Strategies Department leads efforts for the strategic selection, acquisition, development, management, and assessment of high quality, diverse, inclusive and equitable Learning Material collections in all formats and across all disciplines to support the learning, research, teaching, and administration needs of students, staff & faculty of the Auraria campus.

This position is responsible for the acquisitions of all single-title items purchased via credit card, and direct from vendors (e.g. print books, ebooks, DVDs, CDs, streaming videos, PDF files, dissertations, etc). This position is responsible for ordering, receiving, invoicing, posting, reconciling, processing and claiming of single title orders (electronic and print). This position performs detailed, independent copy-cataloging and quality control on books, media, streaming videos, and other single-title items.

Jobs in this career family provide direct professional support for the teaching and/or educational service mission of the university. Functions include academic advising/counseling, student personnel administration, recruitment and admissions, registration, financial aid, faculty affairs, library services, curriculum administration, and others involving direct support of the educational mission of an academic unit.

Firm Order Acquisition Specialist

What you will do:

Ordering

• Responsible for ordering all firm single title items (e.g. print books, ebooks, DVDs, CDs, streaming videos, PDF files, dissertations, etc.).
• Searches for the best products and pricing and creatively seeks out difficult-to-find materials.
• Conducts pre-order searching to determine duplicate titles and vendor selection.
• Before ordering, this role checks to see if a license is required and works with colleagues to execute if required.
• Works with the Budget and Finance Manager to ensure vendor is in CU Marketplace.
• Places orders with established library vendors and documents orders in Integrated Library Management System by creating/downloading a bibliographic and order record.
• Copy cataloging when needed.

Copy-Cataloging/Receiving

• Responsible for loading PromptCAT records from established vendors upon receipt of file and materials and overlaying brief bibs. Identifies errors in the loading process and resolves independently as needed.
• Monitors and reviews the catalog records of shelf-ready materials in a variety of formats to ensure quality. Performs detailed copy-cataloging when necessary, in order to make sure the materials are discoverable in the catalog.
• Responsible for receiving single-title physical items. Process includes opening boxes and verifying the contents against packing lists, and following up with vendors if any items are missing.
• Inspects materials for damage. Works with vendors to resolve issues surrounding damaged or missing merchandise.
• Separates and distributes materials based upon items being shelf-ready and items requiring cataloging, items that need to be forwarded to a requesting patron, reserves, reference, etc.

Paying

• Independently pays firm order invoices and solves problems in invoicing and receiving items (i.e. tax exemption). Resolves any discrepancies by analyzing monthly vendor statements and running Sierra lists.
• Responsible for importing invoices from established vendors or manually paying in Integrated Library Management System.
• Responsible for monitoring monograph fund balances to ensure that funds are not overspent. Assists with reconciliation and adjustments as necessary.
• Responsible for posting invoices in the Integrated Library Management System on a daily basis, running the Fund Activity Report (FAR) weekly, and providing a Snapshot of funds in Integrated Library Management System on the last working day of the month.
• Correcting any discrepancies that may arise in monthly reconciliation in a timely manner.

Quality Control

• Responsible for monitoring outstanding orders and following up with vendors with open orders on a regular basis.
• Works directly with vendors to resolve outstanding order issues.
• Cancels orders that cannot be filled within 30 days.
• Responsible for organizing lost & missing lists and giving them to Collection Development Librarians to determine what to reorder.
• RFIDs print materials and reviews records to ensure items are processed & coded correctly and are sent to appropriate Library location.

Qualifications you already possess (Minimum Qualifications)

Applicants must meet minimum qualifications at the time of hire.

• A bachelor's degree in education, psychology, business, public administration, health care, educational technology, social science, liberal arts, communications, accounting, finance, library science, or a directly related field from an accredited institution.

Substitution: Substitution: Related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Preferred Qualification to possess (Preferred Qualifications)

• Experience working with library purchasing platforms & systems, such as GOBI.
• Experience working with vendors and other external stakeholders to resolve acquisitions problems.
• Experience working with Cognos Systems such as Concur, Peoplesoft, and Marketplace.

Knowledge, Skills, and Abilities

• Ability to work well both independently and in a collaborative environment and to contribute to professional service.
• Exemplary interpersonal and written communication skills plus a demonstrated commitment to professional development/achievement.
• Intermediate skills using Microsoft Office applications such as Outlook, Excel, and Word.

Conditions of Employment

• This position follows a hybrid work structure where employees can work remotely or from the office, as needed, based on demands of specific tasks or personal work preferences. Working from the office is encouraged when working on tasks that require a high degree of collaboration.

Mental, Physical, and/or Environmental Requirements

• The ability to sit for extended periods, stand and walk occasionally, reach with hands and arms, use hands to manipulate a keyboard and mouse, and have good near vision for computer work;often requiring minimal lifting, but may involve bending or reaching to retrieve items from shelves or drawers.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at workplaceengagement@ucdenver.edu.

Employment Sponsorship

Please be advised that this position is not eligible now or in the future for visa sponsorship.

Compensation and Benefits

The salary range (or hiring range) for this position has been established at $44,800 - $48,878.

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

This position is not eligible for overtime compensation.

Your total compensation goes beyond the number on your paycheck. The University of Colorado Denver provides generous leave, health plans and retirement contributions that add to your bottom line.

Benefits: https://www.cu.edu/employee-services/benefits

Total Compensation Calculator: http://www.cu.edu/node/153125

Application Deadline

Applications will be accepted until the position is filled. Preference will be given to complete applications received by Jun 29, 2025, 11:59:00 PM. Those who do not apply by this date may or may not be considered.

Required Application Materials:

To apply, please visit: http://www.cu.edu/cu-careers and attach:

• A cover letter which specifically addresses the job requirements and outlines qualifications
• A current CV/resume
• List of three references (we will notify you prior to contacting both on and off-list references)

Questions should be directed to Peyton Hertz, peyton.hertz@ucdenver.edu.

Background Check

The University of Colorado Denver strives to maintain a safe and productive educational, clinical, research and employment environment. All prospective employees and current employees must, therefore, consent to and pass background checks prior to any final appointment/employment.