General Information
| Payroll Title | LIBRARY AST 4 | Title Code | 006759 | Grade/Step | Working Title | Special Collection Public Services Coordinator | |
|---|---|---|---|---|---|---|---|
| Department Name | University Library Dept | Supervisor | Cherry Williams | Department Head | Steven L Mandeville-Gamble |
Payroll Title of those supervised
| Title Code | Description | FTE |
|---|---|---|
| 004922 | STDT 1 | .98 |
Special Requirements and Conditions
Level of Supervision Received
| General Direction |
Items Used
| Computers, projectors, printers, touch screen monitors; barcode, overhead and flatbed scanners, telephones, photocopiers, paper shredders, book trucks, label makers, paper cutters, digital cameras, alarm panels, walkie-talkies, security cameras and records, elevators, standard office equipment. |
Position Purpose
| Under the direction of the Director of Distinctive Collections, the Special Collections Public Services Coordinator is responsible for the daily administration of Special Collections and University Archives (SCUA) unit operations, including the provision of reference service, handling of rare materials, interpretation and application of Special Collection guidelines and supervision of SCUA student staff. |
Essential Functions
| Essential Function | % Time |
|---|---|
| Special Collections Materials | 35 |
| Coordinates the reproduction requests and orders for Special Collections and University Archives material. Supports and coordinates use of collections in instruction, exhibitions, tours, orientations, outreach, exhibit loans, and interlibrary loan. Interpret and apply professional guidelines and standards in the care, handling, preservation and security of rare materials including books, maps, grey literature and archival material. Uses knowledge of different types of research material to fulfill faculty and student research needs. Uses and troubleshoots various systems such as Integrated Library Management (ILMS) and Aeon to solve inquiries from Interlibrary Loans (ILL), Metadata and Technical Services (MTS) and offsite facility, UC partners and other non-UC stakeholders. Inquiries include lost items, public facing cataloging concerns and collaboration, and cross-departmental collaborative logistics. Under the direction of a professional curator, the Special Collections Public Services Coordinator interprets and applies guidelines in exhibit development, including proper housing, display and care. |
|
| Reference Services | 25 |
| Coordinates scheduling and access to research materials for in-person and distance researchers and visitors to Special Collections & University Archives. Using independent application of paraprofessional knowledge of library principles and procedures to answer multifaceted reference/research inquiries in-person, email, and phone, as appropriate. Coordinates special collections reference/research services to faculty, students, staff, and independent researchers, and makes referrals to other staff when/as appropriate. Manages departmental inbox and ensures that inquiries are answered or referred to appropriate staff; inquiries including, but not limited to, reference/research, reproductions, order billing, policies, procedures, instruction, exhibits, permissions, loans, tours, orientations, donations, and book recommendations. Serves as the administrator for the Special Collections Request System (Aeon Atlas Systems: an automated request and workflow management software for special collections and archives); primary contact with vendor for updates, troubleshooting; provides training to researchers & researchers in use of request system. Coordinates staff coverage of department, and student coverage of information desk and phone during public service hours. |
|
| Student Supervisor | 20 |
| Hire, train, schedule, monitor and evaluate public services student employees. Trains students in the use of Special Collections Request System to track requests, orders; monitor use of collections in the reading room; provide assistance to users on the proper care-and-handling of collections; pull and shelve rare material and archival collections; shelf read for proper and orderly collections; provide set-up/clean-up assistance for instruction, exhibits, outreach. Work with SCUA team to identify student training needs and implement recommended training plan. |
|
| Administrative Support | 15 |
| Serves the administrative needs of the department, including student budget planning & monitoring, ordering supplies and other duties as assigned. Collaborates with other departments (preservation, IT, digital initiatives, metadata and technical services) to assist with the development and implementation of policies, procedures, and workflows as appropriate. Coordinates the collection of departmental statistics. Collaborates with SCUA staff to assess department services. Oversees and manages non-public and public physical spaces: Staff workroom, closed stacks, vaults, Special Collections Reading Room, Costo Reading Room, exhibits & displays, stacks access, security and preservation of collections. |
|
| Other Duties as Assigned | 5 |
| Other duties as assigned. | |
Minimum Requirements
| Minimum Requirement | Display Ranking |
|---|---|
| 1 | |
| Experience working in a public-services based environment. | |
| 2 | |
| Experience handling rare materials, including books, maps, media and grey literature, or equivalent education, certification or coursework. | |
| 3 | |
| Familiarity with library standards and procedures. | |
| 4 | |
| Ability to communicate effectively both verbally and in writing. | |
| 5 | |
| Experience in operating personal computers and experience using Windows-based software applications such as Word, Excel, Access and Outlook. | |
| 6 | |
| Ability to foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. Ability to establish and maintain professional working relationships. |
|
| 7 | |
| Ability to organize work, establish priorities, and meet deadlines. Ability to perform accurate, detailed work. Excellent organizational skills and effectiveness in balancing multiple assignments and projects. |
|
| 8 | |
| Ability to display initiative, make independent judgement and remain flexible in a fast-paced and changing environment. | |
| 9 | |
| Ability to accurately apply a wide variety of professional guidelines, standards, policies and procedures. | |
| 10 | |
| Ability to lift books weighing up to 30 pounds; shelf/retrieve books from shelves at ground level and up to 6 feet in height; ability to bend, stoop, and push loaded book trucks weighing up to 250 pounds. | |
Preferred Qualifications
| Preferred Qualification | Display Ranking |
|---|---|
| 1 | |
| Bachelor's degree or equivalent. | |
| 2 | |
|
Experience working in a rare book or special collections department. |
|
| 3 | |
| Experience in hiring, supervising and evaluating student employees. | |
| 4 | |
| Experience with stacks maintenance and shelf reading. | |
| 5 | |
| Experience working in a team environment and on individual projects. | |
| 6 | |
| Experience with an integrated library system and/or Atlas Aeon special collections circulation system. | |
| 7 | |
| Familiarity with archival principles, practices, and techniques, especially those related to the accessioning and processing of archival collections. | |
| 8 | |
| Familiarity with the standards, ethics, security guidelines, and best practices used by special collections repositories. | |
| 9 | |
| Reading and/or speaking knowledge of a language other than English. | |
| Posted Position Purpose |
|---|
| Under the direction of the Director of Distinctive Collections, the Special Collections Public Services Coordinator is responsible for the daily administration of Special Collections and University Archives (SCUA) unit operations, including the provision of reference service, handling of rare materials, interpretation and application of Special Collection guidelines and supervision of SCUA student staff. |
| Posted Minimum Requirements |
| Experience working in a public-services based environment. Experience handling rare materials, including books, maps, media and grey literature, or equivalent education, certification or coursework. Familiarity with library standards and procedures. Ability to communicate effectively both verbally and in writing. Experience in operating personal computers and experience using Windows-based software applications such as Word, Excel, Access and Outlook. Ability to foster a respectful, cooperative, professional and courteous environment, maintain confidentiality, and employ tact and diplomacy. Ability to establish and maintain professional working relationships. Ability to organize work, establish priorities, and meet deadlines. Ability to perform accurate, detailed work. Excellent organizational skills and effectiveness in balancing multiple assignments and projects. Ability to display initiative, make independent judgment and remain flexible in a fast-paced and changing environment. Ability to accurately apply a wide variety of professional guidelines, standards, policies and procedures. Ability to lift books weighing up to 30 pounds; shelf/retrieve books from shelves at ground level and up to 6 feet in height; ability to bend, stoop, and push loaded book trucks weighing up to 250 pounds. |
| Posted Preferred Qualifications |
| Bachelor Degree or equivalent. Experience working in a rare book or special collections department. Experience in hiring, supervising and evaluating student employees. Experience with stacks maintenance and shelf reading. Experience working in a team environment and on individual projects. Experience with an integrated library system and/or Atlas Aeon special collections circulation system. Familiarity with archival principles, practices, and techniques, especially those related to the accessioning and processing of archival collections. Familiarity with the standards, ethics, security guidelines, and best practices used by special collections repositories. Reading and/or speaking knowledge of a language other than English. |