Library Specialist

Posted Date 4 weeks ago(6/29/2021 12:05 PM)
Number of Openings
Closing Date
Open Until Filled
Type of Search
Who May Apply
This position is open to all qualified applicants.
Position Number
St Paul
FLSA Status
Employment Type
Full-Time Staff
Assigned Months per Year
Benefits Eligible


The University of St. Thomas invites qualified candidates to apply for a Library Specialist position within the Libraries.


The University of St. Thomas embraces diversity, inclusion, and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion a diverse, equitable and inclusive environment.  We welcome applicants of diverse races, ethnicities, geographic origins, gender identities, ages, socioeconomic backgrounds, sexual orientations, religions, work experience, physical and intellectual abilities, and financial means. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. This commitment is consistent with our mission to inspire our students, using the Catholic intellectual tradition, to think critically, work skillfully, and act wisely – all for the common good.  A successful candidate will possess a commitment to the ideals of this mission.



The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

  • Up to 100% tuition remission for employees, spouses, and dependents upon eligibility
  • A generous Employer retirement contribution of 9.4% of annual salary upon eligibility
  • Medical, dental, and vision options
  • Employer-paid disability, life, and AD&D benefits



The Library Specialist – Databases and Licensing position supports the educational and research mission of the University by acquiring and managing online library resources for our user community. This includes licensing, purchasing, renewing, providing access to, maintaining, and assessing resources using several related enterprise systems. This position focuses on the acquisition and management of electronic databases in particular, and also handles more complex license agreements for all library resources.


This position works closely as a team member with two other Library Specialists who acquire and manage physical and electronic books, journals, and media, as well as oversee the materials budget and do assessment of the libraries’ collection. This team works together to administer over 90% of the Libraries’ total budget – approximately $2.6 million. Library Specialists on this team develop and maintain best practices for acquiring and managing resources and initiate and manage projects, create procedures, and participate in decision-making in areas of expertise. Individuals on this team maintain a user-focused commitment and participate in library-wide decision-making.




Manage subscription and one-time purchases of online resources through all stages of acquisition and ongoing management.

  • Manage ordering, receipt, and payment for the libraries’ electronic databases.
  • Manage the renewal and cancellation process for subscription databases, monitoring cancellation windows to ensure subscriptions are cancelled or renewed in a timely manner.
  • License all resources in electronic format. Review, negotiate, extend, and manage licensing of library e-resources and streaming content. Maintain paper and digital files for more than 250 licenses.
  • Maintain acquisitions-related metadata of new and existing content in the cloud-based library service platform (LSP), currently Ex Libris’ Alma; in a locally created Microsoft Access database, and in multiple vendor portals/systems such as Minitex, OCLC, and Ebuy & Pay.
  • Establish, monitor, and maintain quality vendor relationships. Negotiate offers and pursue discounts. Meet regularly with vendor representatives on behalf of the libraries. Schedule vendor visits to meet with library staff to demo new products and discuss current subscriptions.
  • Ensure resources are reviewed regularly. Coordinate the review process with librarian selectors and other library staff. Gather usage data, interlibrary loan statistics, and any other pertinent information to review subscriptions for cancellation and monographs for weeding.
  • Manage product trials to allow librarians, faculty, staff, and students access to new content for the purpose of review for purchase or subscription. Investigate new resources for possible purchase or subscription; and research new acquisition methods that may be advantageous for the libraries.

Develop and maintain expertise in license review and management for the University Libraries

  • Oversee the licensing process for all library resources; this includes reviewing licenses that are new or require more detailed analysis or consultation with University Administration; ensuring licenses are tracked in the library management system and copies are kept in physical files; maintaining some knowledge of copyright law and University guidelines; and consulting the AD for Collection Management & Services on complicated or unclear license requirements. Work closely with the AVP, Procurement Services, to ensure licenses for high-dollar resources are fully executed.

Provide data and analysis to develop, monitor, and manage libraries materials budget.

  • Prepare financial and statistical reports for resources that the incumbent manages; maintain accurate acquisition records; reconcile selected library budget lines across systems (Alma and Banner). Estimate allocations and manage library funds for resources incumbent manages throughout the budget cycle.
  • Use Alma Analytics, Microsoft Access, and other tools to develop reports to support collection analysis.
  • Collaborate with the Collection Management Committee, subject roundtables, librarian liaisons, Electronic Resources Librarian, and other Library Specialists in the investigation, acquisition, and management of library resources in all formats and help train new liaisons on the selection and acquisitions process of electronic databases 


Ensure optimal and accurate user access to subscribed and purchased e-resources.


  • Maintain accurate local holdings information (current and perpetual) for library resources across multiple systems.
  • Activate and deactivate resources regularly in the LSP.  With the E-Resources Librarian, monitor update lists and manage projects to update and otherwise maintain e-collections.
  • Practice proactive methods to preempt access problems (monitor renewals, platform changes, vendor announcements; handle claims, etc.)
  • Provide customer-focused service for both external and internal users
  • Work with E-Resources Librarian in evaluating e-resource platforms and their configurations.
  • Assist E-Resources Librarian in troubleshooting and resolving access problems to e-resources, when needed. Act as back-up for these tasks when E-Resources Librarian is away.



Maintain and share professional expertise


  • With other Library Specialists, take a leadership role in establishing priorities and projects involving acquisition and management of library resources. Document and maintain policies and procedures. 
  • Engage in professional development, including contributing to local and regional groups through attending and/or presenting at conferences, listservs, workshops, meetings, and webinars.  
  • Keep abreast of changing technology and monitor library acquisitions trends, tools, models, and methods; utilizing and adapting current systems and methods as appropriate. 


Support library initiatives and goals within the university 


  • Contribute to committees, conversations and activities that support Library goals or enhance services provided to our user community. 
  • Contribute to library work groups and committees when called upon to explore, evaluate, or enhance services. 
  • Maintain awareness of University initiatives and support as appropriate. 



Minimum Qualifications

  • Bachelor’s degree
  • Three years of relevant library experience, five years preferred:
    • Library experience to include the use of an integrated library system, preferably Libris, and familiarity with electronic resource management and e-resources life cycle
  • Demonstrated expert knowledge in one or more specialized areas of work: acquisitions, serials management, licensing, collection assessment, and e-resource management

An equivalent combination of education and experience from which comparable knowledge and skills have been acquired may be substituted.


Preferred Qualifications

  • Experience with electronic resource licensing in libraries 
  • Intermediate Excel skills
  • Strong attention to detail
  • High level of organization skills



All interested candidates must apply online at Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.


In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

The University of St. Thomas, Minnesota Human Resources Department advertises the official job listing on its website at


The University of St. Thomas is an Equal Opportunity Employer

Want to get notified about new employment opportunities?

To receive notifications regarding new job opportunities that fit your selected career interests Connect with us.