Position Information

The position information for this posting is listed below. Please double check the position description and follow any links to the original job posting in order to apply for this position.
Electronic Resources Management Assistant

Grade and Classification: C-9 / Library Assistant III
Division / Dept.: Collections and Access / Electronic Resources Management
Reports to: Electronic Resources Supervisor 
Work Schedule: 37.5 hours per week

This position is covered by the Collective Bargaining Agreement.

Job Summary

Under the supervision of the Electronic Resources Management Librarian, and following established procedures, performs a broad range of complex and routine acquisitions and Electronic Resources Management (ERM) processes. Assistant is responsible for access and maintenance of databases, e-books, and e-journals; troubleshooting and problem resolution; and statistics, data gathering, and analysis for renewals, annual reports, and special projects. May hire, train, plan, and direct the work of student employees in a range of routine library tasks.

Position: Electronic Resources Management Assistant
Organization: University of Chicago Library
Location: Chicago,  IL 
United States
Salary: $18.61 - $27.24 hourly
Posting Start Date:
Date Posted: 12/12/2022


Electronic Resource Maintenance and Record Enhancement (25%):

  • Coordinate major clean-up projects with other staff.
  • Update and change existing data in integrated library system (ILS), locally maintained Access database, FOLIO ERM software, and linking software system (SFX) to reflect URL, coverage data, and other changes for online materials.
  • Test proxy server access, update definitions as appropriate, and communicate and verify changes with IT Services.
  • Manage assigned renewals, including requesting quotes from vendors, retrieving usage data, getting approval from librarians and administrators as necessary, updating data within library systems, notifying vendors of decisions, and ensuring all invoices for assigned renewals are sent promptly for payment.
  • Acts as a resource for staff in other units.
  • Update links and notes related to electronic resources access.

Bibliographic Data Creation and Management (25%):

  • Search online journals, databases, and other product requests in ILS and ERM databases.
  • Tag and import OCLC records.
  • Create and update acquisitions records within ILS/ERM.
  • Create additional data as appropriate within the Access database, FOLIO ERM, and SFX.
  • Update records as appropriate for cancellations, including closing POs, notifying patrons and library staff of impending cancellations, and removing access within library systems from public view.
  • Place orders by email, phone, or online, follow up on outstanding orders, and ensure appropriate access is provided for all new orders and that all invoices are sent for payment.
  • Manage electronic resource metadata, acquisitions, and bibliographic information for orders and invoices in a batch.

E-Resources Troubleshooting (20%):

  • Solve problems and communicate issues to relevant staff.
  • Provide direct assistance for e-resource access issues to patrons and library staff through the ticketing system (LibAnswers), email, phone, and live video walkthroughs (Zoom/Teams).
  • Review ERM licenses, acquisition data, and vendor documents to determine the causes of access issues.
  • Contact a wide variety of vendors and university technical support staff to resolve problems.
  • Refer unusually complex problems to the supervisor.

Information/Data Collection, Documentation, and Analysis (20%):

  • Navigate through vendor interfaces to find, download, and compile statistics from a wide variety of sources.
  • Coordinate analysis project activities across students/staff.
  • Review data for potential errors and abnormalities.
  • Identify and use appropriate spreadsheet functions and/or database queries to clean up data, calculate acquisition costs, and merge data from multiple sources.
  • Create and maintain documentation of procedures for major analysis projects.

Other (10%):

  • Maintain ERM department documentation through shared file storage and the ERM intranet web pages.
  • May hire, train, plan, and direct the work of student employees.
  • Other duties as assigned.


  • Ability to work independently, assess priorities, plan aspects of daily work, and perform time-dependent tasks promptly required.
  • Ability to exercise independent judgment to reach logical conclusions required.
  • Analytical skills required.
  • Organizational skills required.
  • Ability to communicate effectively and with influence, orally and in writing required.
  • Ability to sustain close attention to detail over long periods required.
  • Ability to interpret complex instructions required.
  • Ability to recognize problems, and exercise judgment on when to resolve or refer to required.
  • Ability to be flexible and adapt readily to changes in technology and workflow required.
  • Ability to document activities and procedures required.
  • Ability to conceptualize, plan, and execute a range of projects required.
  • Ability to manage interpersonal relationships and interact/communicate with clarity, tact, and courtesy with patrons, patients, staff, faculty, students, and others required.
  • Ability to work effectively with supervision and as a part of a team required.
  • Ability to handle multiple priorities, meet deadlines, and manage time efficiently required.

Additional Requirements

Education, Experience, or Certifications:


  • High school diploma or equivalent required.
  • Bachelor’s degree preferred.


  • Related library experience, or an equivalent combination of position-related education and experience required.

Technical Knowledge or Skills:

  • Ability to learn and work with a variety of systems and software to perform everyday tasks, including vendor systems and library management systems, required.
  • Intermediate knowledge of MS Excel or other spreadsheet software required.
  • Familiarity with library-specific systems, databases, and other academic electronic resources preferred.

Working Conditions and Physical Requirements:

  • Office environment.
  • Ability to see, including color, depth perception, or clarity; must be able to visually focus on print and electronic material for long periods.
  • Ability to sit for 4 hours or more.
  • Ability to use computers extensively for 4 hours or more.
  • Ability to make repetitive wrist, hand, or finger movements.
  • Ability to operate equipment necessary to perform job.
  • Ability to Use Standard Work Station Equipment.
  • Ability to Use Standard Office Equipment.

Required Documents:

  • Resume

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

To Apply

To apply for this position submit your profile and required materials to https://uchicago.wd5.myworkdayjobs.com/External/job/Chicago-IL/Electronic-Resources-Mgmt-Assistant_JR19660. Resumes sent via mail, fax, or email will not be considered. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, or status as an individual with disability.

The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans Employer.

Job seekers in need of a reasonable accommodation to complete the application process may contact Human Resources by calling 773-834-1841 or by emailing recruitment@uchicago.edu with their request.

Status: This listing expires on: 2/10/2023
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Organization Information
University of Chicago Library

Chicago,  IL 60637
United States
Library HR