Ordering Specialist

California, United States
05 Jan 2021
End of advertisement period
05 Mar 2021
Contract Type
Full Time

Stanford Libraries is seeking a full time, Ordering Specialist (Library Specialist) to join our Acquisitions team. The Libraries values are rooted in a commitment of mutual respect and the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives and collaborate with colleagues across the organization.

About Stanford Libraries:

Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the teaching, learning and research across Stanford by acquiring, stewarding and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace, and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About the Position:

The Acquisitions Department manages the procurement of materials purchased for the world-renowned collections of Stanford Libraries. Our department is comprised of several units, each responsible for a specific function of the procurement process. The Ordering Unit is a team of five service-oriented specialists who manage the ordering of print and electronic resources from vendors all over the world.

Why Stanford is for You:

Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  • Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. Join a TedTalk, watch a film screening, or listen to a renowned author or global leader speak. A caring culture. We provide superb retirement plans, generous time-off, and family care resources. A healthier you. Choose from hundreds of health or fitness classes at our world-class exercise facilities. We provide excellent health care benefits. Discovery and fun. Stroll through historic sculptures, trails, and museums. Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more.


  • Serves as the main contact and resource for ordering materials in subject and/or language-specific collection areas.
  • Receives and responds to high volume of order requests from subject librarians for print, electronic, and media resources in various languages.
  • Expertly searches requests and places orders in the library system and vendor databases or online catalogs.
  • Handles special collections materials (rare books, manuscripts, photographs, ephemera, digital records, etc.) acquired in Western European languages.
  • Imports or creates brief bibliographic records in MARC record format.
  • Assists with e-resource lifecycle management.
  • Performs routine maintenance on order records. Claims, redirects, closes, or cancels outstanding orders.
  • Establishes and maintains professional relationships with external service providers, including foreign and domestic vendors, publishers, and content providers.
  • Works closely with department units to solve complex problems in acquiring monograph, serial, database, e-book, e-journal, media, government document, map, special collection, out-of-print, and other unique library materials.
  • May be assigned project leadership, Expert Partner (initial tech support contact), or other duties based on operational need.



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


  • Demonstrated consistent accuracy and attention to detail while maintaining a high level of productivity.
  • Demonstrated ability to apply a wide and diverse knowledge base of policies, evaluate alternatives, and choose effective, timely solutions, in situations not thoroughly documented by procedures.
  • Demonstrated ability to make appropriate judgments about productive use of one’s own time.
  • Proficiency using computer applications (email, internet, Microsoft Word, Microsoft Excel).  
  • Demonstrated ability to work independently and as a team member.
  • Demonstrated ability to develop positive working relationships.
  • Excellent oral and written communication skills.
  • Excellent analytical and problem-solving skills.
  • Demonstrated ability to adapt to changing needs.


  • Reading and writing knowledge of at least one foreign language represented in the following regions:  Western Europe, Latin America, Africa, Eastern Europe and Baltic States, Russia and Eurasia, South Asia, Israel.
  • Four-year college degree or equivalent experience working in academic disciplines or using foreign languages skills.
  • Experience using an integrated library system (such as SirsiDynix Symphony) and online project management and collaboration tools (such as Atlassian JIRA and Confluence).
  • Experience creating bibliographic records.
  • Excellent keyboarding skills and physical tolerance for at least six hours per day of keying.


  • Constantly sit, perform desk-based computer tasks.
  • Frequently twist/bend/stoop/squat, grasp lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, reach/work above shoulders, writing by hand.
  • Rarely use a telephone, kneel/crawl, climb (ladders, scaffolds, or other), operate hand controls.
  • Must be able to push and maneuver a fully loaded cart weighing up to 650 pounds that requires an initial push force up to 70 pounds.

* - 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 the job.


  • 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 and 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, http://adminguide.stanford.edu.

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.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Stanford welcomes applications from all who would bring additional dimensions to the University’s research, teaching and clinical missions.

Additional Information

  • Schedule: Full-time
  • Job Code: 1733
  • Employee Status: Regular
  • Grade: E
  • Requisition ID: 87941

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