Serials and Acquisitions Librarian

About The Department

The Art Institute of Chicago Research Center combines the Ryerson and Burnham Library, the Art Institute of Chicago Archives, and the Academic Engagement and Research department to care for, modernize, and share the Art Institute of Chicago's extensive research resources. The historic Ryerson and Burnham Library houses over 670,000 print titles, 100,000 auction catalogs, and 200 current serial subscriptions, providing support for research across the globe and all time periods.

Position Summary

The Serials and Acquisitions Librarian oversees library collection development, including the administration of monographs, serials, and auction catalog acquisitions, as well as the processing of gifts. This role reports to the Associate Library Director of Collection Services and collaborates closely with the Library Director.

Responsibilities

• Library Acquisitions:
  • Oversees acquisition of library materials including searching, ordering, tracking orders and claims, cancellations, receipts, and returns; checks for duplicates in the ILS.
  • Selects collection items in response to specified curatorial needs and maintains high standards of collection development.
  • Maintains order records and budgets in the ILS for acquisitions across several funds.
  • Manages vendor information and purchase information, creates, reviews, and updates records in the ILS.
  • Drafts loan approval letters or purchase agreements as needed.
• External Communications:
  • Maintains ongoing relations with vendors and monitors vendor performance as needed.
  • Tracks and solves problems with orders, following-up on back orders, cancellations, and returns.
• Record-keeping:
  • Manages order records and budgets in the ILS for acquisitions across several funds.
  • Maintains accurate records of vendor information as well as purchase information.
  • Generates gift processing forms for Advancement Operations and acknowledges donations.
• Organization:
  • Maintains a structured system for monitoring order statuses, and responds appropriately.
  • Manages time efficiently, balancing a variety of tasks.
  • Frequently assesses workload and processes, proposing improvements when necessary.
• Payments:
  • Processes payments on a credit card and reconciles and pays invoices.
  • Maintains accurate records of payments and files reimbursements as needed.
• Collaboration:
  • Maintains clear communication with colleagues about ongoing priorities, goals, and projects.
  • Advises colleagues, interns, and student workers in acquisitions activities.
  • Supports other departmental projects as needed.

Qualifications

• MLIS degree required; coursework in arts administration, museum studies, library science, art history, or related subject preferred.
• Minimum of one year of library experience; experience in collection services or with related responsibilities preferred.
• Proficiency with Microsoft Office and Google suites required.
• Capacity to learn museum software and library-specific collection database systems quickly, including Alma/Primo, Airtable, Jira, Concur, and the museum’s in-house collection management software.
• CITI certification.
• Excellent verbal and written communication skills; professional email etiquette, and a sensitivity to different communication styles.
• Demonstrated ability to manage data in complex project environments and work proactively.
• Strong organizational skills and initiative.
• Proficiency with digital tools and budget records management.

Physical Requirements

• Capable of stooping, bending, stretching, lifting up to 50 pounds, and pushing book carts weighing up to 150 pounds in order to receive, process, and perform essential maintenance for physical collection materials.
• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
• Most of the day consists of sitting at a desk and working on a computer; must be able to remain in a stationary position 75% of the time.
• Often moves about inside the office, stacks and across various museum spaces to access storage areas, receive and move collection materials, and other related tasks.