Under the supervision of the Head of Monographs Acquisitions, the Monograph Student Assistant provides critical support to the work of the Print Acquisitions team and the mission of the UCLA Library. Our department manages the ordering, receiving, and invoicing activities for seven of the UCLA campus libraries and oversees the transportation of materials between 15 campus locations. Each year we process approximately 438,000 domestic and international monographs and serials and our department continually strives to increase the number of vital information resources we are able to acquire for our community members.
The Monograph Student Assistant will assist with various tasks as part of the daily work of the Monographs team and take part in special projects when necessary. Regular activities will include, but not be limited to, unpacking and sorting into precise order incoming book shipments; creating bibliographic, holdings, and order records in the Library’s integrated library system; providing physical processing (such as property stamps and/or security strips) to received books; and forwarding material to next appropriate Library location. Tasks assigned as part of special projects will vary with project goals, training, and supervision provided at the beginning of each unique undertaking.
A. Monograph Materials Receiving
A1. Open boxes and packages from monograph vendors, placing material in precise order as indicated on invoices and/or packing lists. Photocopy, scan, or print from online vendor system(s) the appropriate number of invoices for each new incoming shipment.
A2. Place newly-received items in receiving area(s) following established guidelines. Maintain organization and cleanliness of receiving area(s).
A3. Create bibliographic, holdings, purchase order, and invoice records in Alma, as needed.
A4. Update new or existing records to reflect receipt and in process status.
A5. Identify duplicate, incorrect, or damaged items and shipments. Forward problem items of this type and relevant information to direct supervisor for resolution.
A6. Complete appropriate workform(s), produce record print-out(s), when necessary, and forward items for shelving, physical processing, and/or cataloging.
B. Physical Processing
B1. Apply property stamps and security strips to books as indicated by shelving location and processing guidelines.
B2. Organize and maintain cleanliness of carts of new material to ensure proper prioritization of work.
B3. Create workforms or processing flags as directed. Forward requests to re-stock or for additional equipment to supervisor. Maintain organization and cleanliness of physical processing supplies.
C. Special Projects
C1. Participate in team or department special project efforts, following established guidelines or procedures as outlined by supervisor or project manager.
C2. Report problems or challenges in completing project tasks along with all relevant information to supervisor or project management for problem resolution.