Collection Management Assistant

The University of Chicago Library

Requisition Number: 091848  
Title: Collection Management Assistant  
Division: Humanities, Social Sciences, and Special Collections
Department: Special Collections Research Center
Reports to: Head of Collection Management                      
Classification: C-8                     
Schedule: M-F 8:30am-5:00pm
Work hours per week: 37.5    

This position is covered by the Collective Bargaining Agreement

This is a term position through 6/30/2014.

General Summary:

The Collection Management Assistant's work ensures the efficient and accurate shelving, storage, and physical maintenance of rare book, manuscript, and archival collection materials in all formats. Manages collection shifts within all stack and storage spaces, including SCRC Regenstein stacks and Mansueto Automated Storage and Retrieval (ASR) stacks. Plans stack reconfigurations and storage space layouts, oversees shelf reading projects, and supervises preventative preservation tasks. Manages SCRC's preshelving and reshelving operations and develops plans for accommodating the shelving of large incoming collections of archival and book materials. Supervises student stacks staff (ca. 0.75 FTE). Term position through 6/30/2014.

 Essential Functions:

 Mansueto ASR Stacks Management 25%

• Works to plan and implement effective ongoing utilization of rack and bin aisles assigned to SCRC in Mansueto ASR
• Trains SCRC staff and student staff on loading and paging materials from SCRC Mansueto ASR rack and bin aisles
• Monitors Mansueto EMS alerts for pick station and materials delivery issues
• In collaboration with Library staff and ASR vendor representatives, serves as SCRC's principal contact for Mansueto EMS software updates and mechanical maintenance.

Regenstein SCRC Stacks Management 25%

• Develops plans for accommodating the shelving of large incoming collections of archival, manuscript, and book collections
• Continually reviews stacks operations and develops procedures and plans to improve stacks processes
• Plans, implements, coordinates, oversees staff, and performs quality control on shifts of collection materials
• Proactively plans and executes on-going shifts to accommodate new collection acquisitions
• Anticipates operational requirements and takes steps to prevent storage and preparation backlogs by determining space needs and staff assignments
• Works in close collaboration with Head of Collection Management, Rare Books Librarian, and Archives and Manuscripts Accessions Specialist on large scale collection management projects
• Oversees the accurate and timely reshelving and new acquisition shelving operations (preshelving) of the SCRC's book collections; trains stacks pages on operations; maintains quality control
• Updates shelf markers and stacks signage
• Oversees physical stack spaces and maintains inventory of replacement shelving parts and bookends; evaluates and recommends improvements for stacks and paging equipment

 Collection Review and Preventative Preservation 25%

• Plans and implements systematic shelf reading of book and archival stack locations, documents all work, produces reports
• Conducts systematic searches for missing items and updates Library catalog records
• Uses a range of software programs to gather data; compiles and interpret numbers; maintains records and produces statistics  
• Oversees systematic cleaning of collection storage spaces by stacks pages on an ongoing, scheduled basis
• Under the guidance of the Head of Collection Management, protects collection materials with physical coverings and other barriers as needed in advance of construction or facilities-related work
• Maintains detailed and accurate inventory lists
• Documents stack management procedures and prepares training manuals

 Supervision: 20%

• Supervises student stacks pages (ca. 0.75 FTE) including hiring, training and scheduling; assigning, monitoring, and evaluating work.
• Draws on departmental student staff as needed for shifts and supervises their project work

 Other Functions: 5%

• Represents SCRC at various Library ASR and collection management work groups
• Member of the Collection Management Group
• Maintains a thorough knowledge of all departmental processes as they intersect with stack functions
• Other duties as assigned

Qualifications:

• Candidates must demonstrate the following competencies: manage interpersonal relationships and interact/communicate with clarity, tact and courtesy with patrons, patients, staff, faculty, students and others; communicate effectively in English, both orally and in writing; identify priorities; recognize and resolve or refer problems; work effectively with supervision and as a part of a team; use or learn a range of position-related software applications;
• Previous related library experience or combination of position-related education and experience required;
• Ability to analyze, organize tasks, meet deadlines, solve problems and work independently required
• Excellent planning and organizational skills required
• Effective oral and written communication, excellent judgment, negotiating, and interpersonal skills required
• Ability to take initiative and work independently and productively in changing environment required
• Excellent computer skills and good working knowledge of Microsoft Office applications required;
• Knowledge of library policies and procedures strongly preferred
• Experience overseeing the work of others strongly preferred

 Physical Demands:

• Ability to lift 50-pound materials over long periods of time in tight spaces required
• Ability to lift heavy boxes and books and move items to and from shelves and from floor to overhead required
• Ability to work for extended periods at computer workstation required
• Ability to load and maneuver full loaded utility carts and shipping dollies required
• Ability to handle rare and fragile materials in a safe and sensitive manner required
• Ability to tolerate moderate levels of dust and odor generated during normal collection management activities and movement of materials required

The University of Chicago is an Affirmative Action/Equal Opportunity Employer.

To apply for this position, submit a profile and resume to https://jobopportunities.uchicago.edu

Resumes sent via mail, fax or email will not be considered.

Return to Clerical Positions