Acquisitions Specialist

California, United States
22 Oct 2020
End of advertisement period
22 Dec 2020
Contract Type
Fixed Term
Full Time

Are you interested in being part of a dynamic team that is growing? The Hoover Institution at Stanford University is seeking enthusiastic and growth-focused candidates for the Acquisitions Specialist position within the Description area of the Library & Archives.  This an 18-month fixed term position.  

Please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in academic libraries and metadata creation and provide examples of past projects and work completed. 

About Stanford University’s Hoover Institution:  The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. 

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I.  The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history.  Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. 

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.


The Acquisitions Specialist performs a variety of complex duties within the Acquisitions and Appraisal Archivist’s team and/or other functional areas of the Library & Archives. Applies specialized knowledge and/or subject expertise under minimal supervision, exercising a high degree of initiative.  May supervise employees and manage a small unit by overseeing daily operations and updating and maintaining facilities and equipment.


  • Create and update archival control records
  • Update holdings data for acquisitions
  • Resolve complex archival processing issues
  • Order library materials
  • Perform copy cataloging
  • Assign classification numbers using the Hoover Archives schedules
  • Inventory and acknowledge incoming gifts 
  • Supervise hourly gifts processing staff
  • Establish new donor records in local processing system and update existing donor records
  • Maintain central audit files of incoming collection material
  • Research and resolve complex archival survey and arrangement problems
  • Receive archival documents
  • Monitor acquisition database and add content to local processing system
  • Track, confirm and activate access to newly acquired digital resources
  • Troubleshoot access, licensing, and linking problems with electronic/digital resources
  • Scan and add donor agreements for digital materials to local database

* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.  Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.  Employees may also perform other duties as assigned.


Education & Experience:

Two-year college degree plus three or more years of experience in an academic library, or equivalent combination of education and relevant experience.

Knowledge, Skills, and Abilities:

  • Demonstrated interpersonal and organizational skills
  • Ability to communicate library policy
  • Ability to apply judgment in choosing procedures and evaluating alternatives
  • Knowledge of Library of Congress call number system 
  • Must have specialized knowledge or ability in advanced subject knowledge, complex information systems or supervision
  • Demonstrated experience in using judgment and initiative to analyze and recommend new procedures
  • Demonstrated computer literacy with communication software such as email
  • Demonstrated ability to perform detailed tasks accurately and efficiently

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Desired/Preferred Knowledge, Skills and Abilities:

  • Ability to communicate archives policy
  • Knowledge of a classification system


  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings and weekends.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

The Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Additional Information

  • Schedule: Full-time
  • Job Code: 1733
  • Employee Status: Fixed-Term
  • Grade: E
  • Department URL:
  • Requisition ID: 87569

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