Posted on May 18, 2016.
Position Information: Full-time, permanent (probationary) position.
Special Collections and University Archives library service specialists support subject librarians in a wide range of collection development and management activities for Special Collections and University Archives including such areas as acquisitions, organizing, processing, collection retrieval, and basic patron information and reference support; physically maintain Special Collections and University Archives; and work with librarians to develop and maintain physical, visual and Web-based displays related to the collection.
Under the general direction of the assistant head, Special Collections and University Archives, develops finding aids, curates and mounts exhibits, and participates in preservation activities. The incumbent also answers informational questions at the Special Collections reference desk. In addition, this position serves the general needs of the department of Special Collections and University Archives through storage maintenance, and provides backup support to the unit’s LSS II.
Anticipated Hiring Salary Range: $3,371 – $3,540 per month (CSU Classification Salary Range: $3,371 – $5,666 per month). The competitive salary is determined by the education, experience, and qualifications the candidate brings to the position, internal equity, and the hiring department’s fiscal resources.
• Assesses, intellectually arranges, and organizes archival collections in a logical order according to archival standards
• Physically processes archival collections and determines preservation needs
• Intellectually describes the collection and its contents and develops and writes finding aids
• Supervises and revises the work of student assistants on physical processing and entry of finding aids into Archon, the library’s online finding aid database
• Inputs, maintains and updates finished, revised finding aids into Archon
• Participates with other unit members in ongoing collection preservation activities, including monitoring temperature and humidity and physical condition of materials
• Provides informational assistance to Special Collections and University Archives users, referring to librarians when appropriate
• Screens new research requests to determine if their needs are best met through Special Collections or by referral to another library unit or service such as Circuit, interlibrary loan or full-text online resources
• Registers new users of Special Collections and University Archives, introducing them to both the collections and unit policies and procedures
• Prepares materials from the collection for use by patrons who have made telephone and/or email appointments
• Trains patrons on duplication procedures and the use of the Bookeye scanner
• Informs patrons of basic copyright regulations, referring to librarians when appropriate
• Retrieves materials from closed stacks or directs student assistants in retrieving materials
• Enforces Special Collections security regulations
• Facilitates public relations between the unit’s potential donors including Friends of the Library
• Works closely with the Head and Assistant Head, Special Collections and University Archives to foster a service-orientated culture among staff and student assistants
• Assists in supervision of student assistants in the unit
• Assists with development of concepts and plans for library exhibits in consultation with librarians and staff
• Assists with the research and selection of materials
• Creates custom mounts for original and rare materials
• Installs or leads the installation of library exhibits
• De-installs library exhibits and creates an inventory of exhibit items for future use
• Facilitates loan of materials and resources for exhibits to outside departments and other institutions when necessary; coordinates and manages loans of materials from private donors
• Coordinates with Digital Projects the digitization of materials for online exhibits
• Contributes to the development and maintenance of the Special Collections and University Archives Website
• Assists with the accessioning of new archival collections
• Manages and maintains the records and manuscript holdings in storage areas
• Rectifies location discrepancies in the holdings inventory and the Finding Aid Database
• Organizes, maintains, and updates shelving locations in storage areas in order to maximize space
• Organizes and maintains vertical shelving and flat files
Unit Administration and Other Duties as Assigned
• Assists with the management of the unit’s supplies
• Reviews PAC records created by cataloging for new Special Collections and University Archives items, alerting cataloging to any discrepancies between holdings and their records
• Assists in leading student assistants, including hiring and training
• Maintains, updates, and creates new pages for the departmental website and researches and writes blog posts for the departmental blog
• Performs other duties as assigned
• Knowledge, Skills & Abilities
• Thorough knowledge of and ability to interpret overall library policies and procedures.
• In-depth knowledge of library operations, policies, and procedures pertaining to assigned functional area, including a solid understanding of individual work functions and the ability to adapt work procedures.
• Working knowledge of library collection and its organization, as well as classification schemes.
• Thorough knowledge of external on-line databases, system and resources.
• Thorough knowledge of institution and library’s policies and practices associated with the ethical use of and access to library and on-line resources.
• Working knowledge of national standards pertaining to library operations.
• Thorough knowledge of institutional standards pertaining to copyright and intellectual property protection and the ability to interpret and apply them, as well as explain them to patrons, to ensure compliance.
• Thorough knowledge of all aspects of lead work direction including assisting in employee selection, training employees in new work procedures, assigning work, organizing work flow and establishing priorities, reviewing work, providing input to performance evaluations and promoting teamwork to optimize effectiveness.
• Ability to work under minimal supervision to perform assigned work.
• Ability to perform complex on-line searches.
• Ability to work within a diverse environment and be service-oriented in working with patrons and other library staff, including the ability to establish and maintain effective working relationships within and outside the library.
• Expert ability to use library automated system(s), especially subsystem(s) pertaining to the functional area, including database maintenance.
• Ability to investigate and research more complex problems, including analyzing and interpreting information.
• Strong written and verbal communication skills to be able to prepare internal library reports and written and visual presentations on library resources and present them to library patrons, including students.
• Strong communication and interpretive skills to be able to interview patrons regarding their information needs and guide them in the use of more complex library and on-line resources.
• Strong organizational skills to oversee and lead work flow in assigned area.
Experience and Education
Incumbents at this level perform more complex or specialized technical and paraprofessional library duties to support daily library operations and/or programs. They typically possess a broader knowledge of library functions within their functional area and/or have in-depth knowledge in their specialty area. Incumbents must possess a solid foundation in overall library policies, practices and procedures and must be able to use this knowledge in exercising judgment and initiative. Because of their functional expertise, incumbents often are responsible for overseeing daily operations of a library unit, including providing lead work direction to other library and clerical staff, as well as student workers. Additionally, they may assist in supporting the unit’s budgetary and/or other administrative activities.
These qualifications for entry to Position Skill Level III normally would be obtained through the completion of a high school education or equivalent certification plus two to three years of related library and/or clerical experience or an equivalent combination of experience and education.