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.

• 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, 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.

Compensation & Benefits

Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range (https://docs.google.com/document/d/1JbHMTqJFp49R3fjOigSafMimaO1N8uJFTxTTVAAX-Bk/edit?tab=t.0)

The expected hiring range is an estimated amount for positions based on the grade. Final offers are based on various factors, including skill set, experience, qualifications and other job-related reasons.

• Benefits (https://docs.google.com/document/d/1lXoRp-Na9GIG866vPauAI1vzijNlDKpBNKR8dtjyiWs/edit?tab=t.0)
• PTO Overview (https://docs.google.com/document/d/1GubVe-8SeAE6MkMcCx6EWbYTQyUlOyiw_L8q4bRUOtg/edit?tab=t.0)
• Job Classification: Exempt
• Employment Category: Full time staff
• Grade Level: 7

If you are accessing this listing from a third party, not all links to salary and benefits information may work. Please visit our career page at saic/artic.edu/employment (http://artic.edu/employment) for complete information

Application Instructions

Please submit your resume and cover letter to be considered for this position.

Union

This position is part of a bargaining unit represented by AFSCME Council 31.

Accessibility

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page:

Accessibility Accommodation for Applicants (https://recruiting2.ultipro.com/ART1010AICH/JobBoard/d263cd2b-c4ef-4e10-8876-a2896406a573/Accessibility)

Equal Opportunity Statement

The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu (mailto:apply_help@artic.edu).

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.