Serials and Acquisitions Librarian

About the Art Institute of Chicago

The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities. We are a place of gathering and learning, committed to fostering an inclusive understanding of human creativity.

About the Department

A hub for scholarship and training, the Art Institute Research Center brings together the museum's Ryerson and Burnham Library, the Art Institute of Chicago Archives, and the department of Academic Engagement and Research to care for, modernize, and share the Art Institute of Chicago's broad array of research resources. The historic Ryerson and Burnham Library is one of the nation's preeminent art research libraries.

The collection holds more than 670,000 print titles, 100,000 auction catalogs, 200 current serial subscriptions, and extensive digital resources. The Library resources the museum's eleven curatorial departments, supporting myriad research fields spanning the globe and all time periods. In addition to upholding the museum's core activities, the Library makes its collections accessible to the scholarly community, faculty and students, artists and architects, and inquisitive public visitors from around the world.

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. The role manages all library acquisitions activities and is responsible for collection development in a specified area. This role reports to the Associate Library Director of Collection Services, and works in close consultation with the Library Director.

Responsibilities

Library Acquisitions

* Oversees acquisition of library materials including searching, ordering, tracking orders and claiming, cancellations, receipts, and returns; checks for duplicates in the ILS.

Selection

* Working in ongoing communication with a specified curatorial department, selects collection items in response to their needs, and in regard to changing priorities and upcoming exhibitions.

* Collaborates with other librarians on the selection team to maintain the highest standards of collection development.

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.

* Drafts loan approval letters or purchase agreements as needed.

Record-keeping

* Manages order records and budgets in the Integrated Library System (ILS) for acquisitions across several funds.

* Maintains accurate records of vendor information as well as purchase information.

* Creates, reviews, and updates records in the ILS. May generate gift processing forms for Advancement Operations, and acknowledge 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, proposes improvements when necessary.

Payments

* Processes payments on a credit card and/or reconciles and pays invoices.

* Archives receipts and invoices.

* Monitors payment pipeline for timely delivery. 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

* Performs other duties as assigned.

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

* 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

* The successful candidate will:

* be highly detail-oriented and organized

* demonstrate initiative and excellent time management

* demonstrate ability to prioritize, self-manage, and initiate appropriate change

* enjoy being in a vital role on a large team, in service of a diverse collection

* have strong cataloging, writing, research, and communication

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,…