Law Library Operations Coordinator

Posting Details

Position Information

Position Title Law Library Operations Coordinator

Position Type Regular

Job Number SA96324

Full or Part Time full-time 40 hours weekly

Fair Labor Standard Act Classification Non-Exempt

Anticipated Pay Range $28.00-$30.00

Pay Range Information Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary Reporting to the Law Library Director, the Law Library Operations Coordinator supports the day-to-day business operations of the Darling Law Library, ensuring its financial, administrative, and procedural functions run efficiently and reliably. The Coordinator oversees library expenditures, accounting, and financial tracking and reporting, ensuring compliance with applicable policies and procedures. The position develops and maintains operational and procedural documentation, coordinates logistical support for law library programs and activities, and provides operations support to the Director and library departments. The Coordinator also supports acquisitions and collection maintenance.

Responsibilities

Operations Support to Director & Law Library Departments

• Support process improvements to enhance operational efficiency and productivity.
• Prepare statistical and financial reports for the Law Library Director.
• Maintain the library’s annual calendar.
• Retrieve, sort, and distribute library mail.
• Provide circulation coverage as needed.
• Perform other duties as assigned.

Financial and Account Support

• Manage processing and payment of law library invoices.
• Monitor and reconcile library funds and purchase orders in PeopleSoft.
• Assign fund codes, obtain payment authorizations, and send invoice to Accounts Payable.
• Coordinate with counterparts in the School of Law and University Departments.Maintain library invoice and financial records.
• Prepare regular reports and analysis on the library’s collections and operations budgets.
• Manage fiscal year-end accounting procedures.
• Conduct fiscal year closing and opening.
• Assist with University systems (Concur, Canvas).
• Update and maintain financial and account management documentation.

Acquisitions and Collections Support

• Monitor expenditures for monographs and other acquisitions, including coordination with university financial services, as needed.
• Monitor acquisitions of gifts-in-kind in consultation with the Law Library Director or designate.
• Serve as primary liaison on acquisitions and accounting issues
• Resolve payment problems and discrepancies.
• Solve complex acquisitions and account issues.
• Serve as backup to routine acquisitions and financial processing tasks.
• Update and maintain documentation.

Perform other duties as assigned.

Required Qualifications

• Bachelor’s degree; or an equivalent combination of education and experience.
• Proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Proven ability to track expenditures through activity reports.
• Strong service orientation and problem-solving skills.
• Strong interpersonal skills to work with diverse groups at all organizational levels, both inside and outside the University.
• Demonstrated writing skills and strong attention to detail; ability to produce clear, concise, accurate documentation.
• Ability to independently prioritize tasks when faced with interruptions and fluctuating workload.
• Ability to use tact and diplomacy.
• Exceptional attention to detail and analytical skills.
• Proven track record of maintaining confidentiality when working with sensitive or restricted information.

Desired Qualifications

• Experience with systems such as Concur and Canva.
• Experience in a library public services or technical services department, preferably academic.
• Experience with financial systems (preferably PeopleSoft).
• Experience in accurately processing invoices and tracking budget activities, preferably in an academic library.
• Proficiency with financial or enterprise systems such as PeopleSoft.
• Familiarity with integrated library systems (e.g., FOLIO or Sierra).

Special Instructions to Applicants At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community. Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References 3

Maximum Number of References 5

Pre-screening Questions

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