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University of Wisconsin–Madison

Jobs at UW

University of Wisconsin–Madison



Apply now(opens in a new window) Job no: 260681-US
Work type: Partial Remote, Staff-Full Time
Location: Madison
Categories: Libraries, Archives, and Museums: Multi-Functional Support

Job Summary:

Responsible for processing incoming print serial materials for the UW-Madison GLS Collections; Accounts for the proper receipt of materials ordered and the prompt payment of vendor invoices in accordance with department and campus policies and requirements, may participate in the hiring, training, and supervision of student employees. Works on a computer for an extended period of time (6+ hours per day).

The Libraries at the University of Wisconsin-Madison are dedicated to the practices of social justice, diversity, equality, and respect among our staff, students, collections, and services. We strive to overcome historical and divisive biases in our society and embrace diverse points of view as assets to the fabric of our community. All positions will be called on to contribute to building this environment.

Responsibilities: Performs a wide range of complex library services which support the day-to-day operations to provide access to information resources in a variety of formats. Hires, trains, and guides student employees.
  • 35% Provides complex support to the day-to-day operations of library services to provide guidance in the use of library information resources, operations, and policies; or to acquire, prepare, and preserve library information resources for use
  • 5% Interprets policies and procedures to answer non-routine questions and resolve complex issues
  • 15% Utilizes designated library systems, tools, standards, and practices to locate, retrieve, and organize; or describe, edit, preserve, and reformat a variety of library information resources
  • 15% May create invoices, process complex orders, and resolve any purchasing discrepancies
  • 10% Utilizes library software and systems to retrieve, enter, and report on data using a wide variety of applications
  • 5% Provides complex library services support in absence of a supervisory authority. Acts as a resource to other library staff
  • 5% Hires, trains, and guides student employees and monitors student workflows
  • 5% Contributes to the development of policies and procedures
  • 5% Participates in committee work within the library and the university
  • Enter and edit library catalog records and holding records.
  • Process invoices for standing order, pre-paid, and other serials orders in all formats.
  • Receive and process incoming serials and journals.
  • Create, edit, and update serials item records.
  • Create, edit, and update purchase orders.
  • Communicate with publishers and vendors regarding serials orders, invoicing, missing or damaged issues, and claims.
  • Participates in the hiring, training, and supervision of student employees involved in basic library acquisitions functions and provisional record creation.
Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion


H.S. Diploma


- Knowledge of basic computer skills, including experience using email, word processing and spreadsheet programs
- Ability to work independently and as part of a team
- Detail oriented, possessing strong organizational skills and the ability to prioritize workloads and balance multiple competing demands while consistently meeting required deadlines

Physical Requirements:
- Ability to perform detailed-oriented work at a computer for 6+ hours
- Ability to occasionally lift 40 pounds with or without accommodation

-Basic knowledge of library services, policies, and procedures
- Experience working in a library setting
- Ability to identify bibliographic information in one or more foreign languages
- Experience with or knowledge of serials publications and acquisitions functions (purchasing, ordering, check-in, claiming, and processing invoices for payment)
- Familiarity with accounting principles (allocations, encumbrances, expenditures)
- Familiarity with and ability to effectively search library databases, including: Alma, OCLC
- Experience with or knowledge of cataloging principles, holdings records, MARC format, OCLC
- Experience in applying policies and procedures, analyzing problems and suggesting solutions
- Working knowledge of Adobe Professional, work communication apps (e.g. Slack, MS Teams), Google apps, web conferencing software, and Microsoft Office suite of products
- Excellent communication and interpersonal skills,
- Experience participating in the hiring, training and/or supervision of student employees

COVID-19 Considerations:

UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: Please visit for the most up-to-date information.

Work Schedule:

Regular office hours between 7 am - 6 pm

Work Type:

Full Time: 100%

At least 3 days per week on-site required, more preferred or as needed

Appointment Type, Duration:



Minimum $17.00 HOURLY
Depending on Qualifications

How to Apply:

A cover letter and resume will be required. References will be collected from the finalists at the time of the interviews.

Please specify the ability to lift 40lbs as well as use a computer for six hours or more within either your cover letter or resume.


Nate Ebert
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Official Title:

Library Assistant III(LM010)



Employment Class:

University Staff-Ongoing

Job Number:


  The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

Applications Open: Central Daylight Time
Applications Close: Central Daylight Time

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