Job: Collections Support Specialist

General Information
Collections Support Specialist

Number position available:

Minimum annual salary at $36,168; Actual rate will reflect experience and credentials

Job Category:

Position DOES NOT require a Master's degree from an ALA accredited program.




POSITION:               Collections Support Specialist – Library Associate 1

SALARY:                  Minimum annual salary at $36,168; Actual rate will reflect experience and credentials

Requisition #:     511296

DEADLINE DATE:  October 14, 2019- applications will be reviewed as received


As a member of the Collections Support Unit, in the Acquisitions and Collections Services Department, the Collections Support Specialist coordinates daily unit operations associated with use-driven acquisitions plans, vendor ordering platforms, and domestic and foreign approval plans. The Collections Support Specialist serves at an intermediate level within the Unit. This position utilizes technical expertise in the library’s Integrated Library System (ILS), access and discovery tools, and other library or third-party systems, and administration and maintenance of automated acquisitions and discovery processes as well as functional expertise in library acquisitions, to track and troubleshoot orders, invoices, access, and discoverability. Compiles and analyzes acquisitions and collections metadata to generate metrics and statistics. Serves as a liaison between the Collections Support Unit and the Libraries’ personnel, vendors, and users. Works independently and as a team to develop and maintain the unit’s web presence and documentation; implement special projects, solve problems, and provide guidance and training to colleagues.

The library encourages staff participation in reaching management decisions and consequently the Collections Support Specialist will serve on various committees and teams. To support all students and faculty, and foster excellence in a diverse and collaborative society, the Libraries are actively seeking candidates who bring culturally-rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientation, and perspectives.



  • Coordinates, in consultation with Unit Manager, daily operations associated with GOBI and other vendor ordering platforms and related services

  • Coordinates, in consultation with Unit Manager and subject liaison librarians, the maintenance and revision of all print monograph approval plans

  • Supports daily operations of use-driven acquisitions plans, such as vendor communications, discovery record delivery, communication with staff at the Florida Academic Library Services Cooperative (FALSC), and tracking of expenditures

  • Liaises to Electronic Resources Unit and Accounting & Serials Unit personnel regarding operational issues that cross units, engaging in cross-training within these units, the Acquisitions department, and other library units, and contributing to Department-wide working groups responsible for projects that span functional areas

  • Provides technical and functional expertise to provide input on and implement order record policy, workflows, and maintenance

  • Works with collection managers and other Acquisitions staff to monitor funds, troubleshoot budget and invoicing issues, facilitate needed fund transfers, and monitor expenditures in appropriate systems

  • Collaborates with colleagues across the libraries and with vendors to reconcile and troubleshoot discrepancies with orders, invoices and payments, and holdings/entitlements

  • Assists in the design and maintenance of LibGuides and other departmental web presences regarding the functions of the unit

  • Uses technical and functional expertise to assist in the development and execution of workflows to accomplish specific, time-limited goals or temporary projects



  • Retrieves, analyzes, and manipulates ad hoc reports and raw data from library, vendor, and other service provider platforms 
  • Compiles and analyzes acquisitions and collections metadata to generate metrics and statistics for a wide variety of reports, surveys, and other internal uses

  • Creates purchasing and expenditure reports on firm, approval, and use-driven acquisition plans that combines financial, bibliographic, and use/circulation data for the purpose of assessment

  • Collects and interprets payment and usage data, ensuring data is available to library employees via LibGuides and other systems



  • Coordinates the creation and maintenance of vendor technical specification documentation and related workflows for shelf-ready services for print monograph in consultation with personnel within the department and from cataloging and branch libraries

  • Works with metadata specialists within the department and cataloging to review and correct record loading errors and issues with shelf-ready records and items, and devise, revise, and seek approval for MARC loading profiles

  • Coordinates and participates in loading MARC records for print monographs, e-books, and other electronic resources for firm, approval, and use-driven acquisitions methods, including brief order-creation records and full-level/shelf-ready records

  • Provides recommendations to Unit Manager for the implementation of policies and procedures concerning administration and maintenance of automated acquisitions and discovery processes for which the Collection Support Unit is responsible, including vendor-provided services and MARC record loading

  • Participates in the maintenance of knowledgebase holdings relevant to the Unit’s orders

  • Coordinates the creation and documentation of workflow procedures for all automated processes within the unit



  • Responds to and resolve print and electronic resource administration, access, and discovery issues in a timely manner via ticket system, email, and direct communication, in consultation with library staff and service providers

  • Establishes and maintains administrative accounts for electronic resource platforms and vendor databases in order to manage content, oversees customizations, and retrieve reports. 

Other Duties

  • Provides service to the Library, University, State, and/or Profession, as appropriate or as assigned
  • Pursues professional education and training opportunities, as appropriate or as assigned
  • Performed other duties as assigned




Bachelor’s degree and two years of related library experience; or a Master’s degree and one year of related library experience; or any equivalent combination of experience, training and/or education.


  • Experience with acquisitions functions in an academic library

  • In-depth knowledge of firm, approval, and use-driven acquisitions methods

  • Experience liaising with library subject specialists and vendors

  • Experience with using Integrated Library Systems (ILS) and e-resource management and discovery systems

  • Knowledge of cataloging and metadata principles, especially experience with batch loading of MARC records

  • Experience creating reports and generating statistics

  • Experience with budget management and basic fiscal operations

  • Ability to establish priorities, assign tasks, and ensure proper completion of tasks

  • Experience performing complex problem-solving related to library technical services

  • Demonstrated ability to communicate effectively in verbal and written formats

  • Experience using Microsoft Office, particularly Excel and/or Access

  • Experience working in a team environment and collaborative project management

  • Customer service experience

  • Familiarity with issues and trends concerning the academic e-book market

  • Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender, sexual orientation, and perspectives


Job open date:

Application deadline:

Apply at:

Additional information
Library Type:
  • Academic Libraries

Job Type:

Job Location

Physical address where the job position is located.

Job Place:
Smathers Library

Job Location:
Central Florida

1545 W University Ave




Institution Information
Institution Name :
University of Florida George A. Smathers Libraries

1545 W University Ave




Contact Information / How to apply
Contact Name:
Tina Litchfield

Contact Email:

Contact Phone:

Contact Fax:

How to apply

To apply, submit

  • a cover letter detailing your interest in and qualifications for this position
  • your current resume or CV
  • a list of three references including their contact information (telephone number and email address)


Apply by October 14, 2019 (applications will be reviewed as received). Submit all application materials through the Jobs at UF online application system at Requisition 511296. Failure to submit the required documents may result in the application not being considered. If you have any questions or concerns about this process please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at


Go back to All Jobs