Collections Management Assistant

Company Name: 
Wofford College
Spartanburg, SC
Job Description: 

Wofford College is a place where thought leads, where ideas are celebrated and problem solving is expected.

Wofford invites applicants who are focused on student success and excited to join a community committed to

preparing thought leaders.

Wofford College, established in 1854, is a four-year, residential liberal arts college located in Spartanburg, South Carolina. It offers 27 major fields of study to a student body of 1,800 undergraduates. Nationally known for the strength of its academic program, outstanding faculty, experiential learning opportunities and successful and supportive graduates, Wofford is recognized consistently as a “best value” and for its commitment to student success and accessibility for low- and middle-income students. The college community has 12 sororities and fraternities as well as 20 NCAA Division I athletics teams.

Wofford College invites applications for a collections management assistant. The collections management

assistant is part of a highly collaborative team focused on creating and maintaining an outstanding collection in support of the college’s liberal arts curriculum. The assistant reports to the head of collections services and

supports all aspects of collection management, including selection, acquisitions, discovery, maintenance,

assessment and withdrawal. This position is responsible for timely payment of invoices and regular budget

reporting. This position may coordinate the work of one or more student employees.

The collections management assistant is a full-time position located in the Sandor Teszler Library, and the

normal work schedule is 8 a.m.-5 p.m., Monday-Friday.


Accounting and budgeting functions – 45%

• Maintain ledger tracking materials expenditures.

• Maintain accurate vendor records.

• Reconcile invoices in a timely manner.

• Prepare monthly expenditure reports. track expenditures of library funds, perform end of year budget


• Interact regularly with key staff in the organization’s business office, stay up to date on rules and

procedures coming from those departments.

• Maintain financial records incompliance with records retention policies.

• Provide a variety of reports in support of library administration.

Acquisitions and collection management support – 45%

• Receive, track and resolve purchase requests and recommendations in a timely manner. Keep records of

requests, items that have not arrived and items unavailable for purchase. Conduct periodic reviews of


• Create and edit order records with accurate codes. Assign items ordered to appropriate budget


• Create inventory for ordered items.

• Verify and processes invoices.

• Submit invoices to Business Office with proper coding and ensures proper clearance of invoices.

• Review, claim or cancel outstanding orders.

• Assist collections librarians with copy cataloging.

• Assist with weeding projects.

• Generate reports in support of collection management activities.

• Support collections librarians with electronic resources management cycle.

• Prepare standardized annual collections statistics.

• Manage print serials collection including claims, weeding, inventory and shifting.

• Participate in cross-training.

• May coordinate the work of one or more student workers.

Other duties as assigned – 10%

• Participate in library working groups.

• Attend seminars, trainings, meetings as needed or assigned to keep current with collections related

trends, needs and information.

• Perform other duties or related tasks as assigned.



• Associate’s degree or the successful completion of 60 semester units of college coursework.

• Knowledge of bookkeeping; comfortable creating and updating spreadsheets.

• Flexibility and adaptability, openness to change and innovation.

• Collaboration, teamwork, collegiality.

• Ability to learn new software applications.

• Attention to detail, organizational and time management skills.

• Commitment to advancing diversity and inclusion in an academic environment.

• Excellent verbal and written communication skills.


• Bachelor’s degree

• Prior work experience in a bookkeeping/accounting role.

• Library acquisitions or copy cataloging experience.

• Familiarity with how library resources are accessed and used (preferably in a liberal arts college


How to Apply: 


Application materials should be submitted to

Application materials include a resume, a cover letter and contact information for three professional references. We will only contact references after the final round of interviews, and only for the candidates who are still being considered at that time. 

In your cover letter, please be sure to address the required qualifications and speak to your ability to meet the

responsibilities of the role. Be specific. Use examples to help us understand how your experience relates to the requirements. Applications will be accepted until the slate of finalists has been determined. The search

committee will begin the review of applications on March 9.

We are aware that some people are less likely to apply for jobs unless they meet every qualification in the job

description, including the preferred qualifications. We are most interested in finding the best candidate for the

job and recognize that a successful candidate may come from a less traditional career trajectory, such as having skills and abilities gained outside a classroom context, or an equivalent skill set. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications, but do meet all of the required qualifications.

To learn more about this position, you may attend an informal webinar anonymously with members of the

Sandor Teszler Library staff. This is an informal opportunity to learn about the search process and the details of the position. It is not an interview forum. If interested, please register using the link provided below:

When: Feb 28, 2023, 7 p.m. Eastern time.

Register in advance for this webinar:

For additional information about this position, and a link to the recording of the webinar, please see