The Claremont Colleges Services
Special Collections and Archives Operations Coordinator
The Claremont Colleges Services, Claremont, California, United States, 91711
locations
Claremont
time type
Full time
posted on
Posted 8 Days Ago
job requisition id
REQ-7318
ABOUT THE POSITION
: Reporting to the Head of Special Collections and Archives (SCA) and in collaboration with departmental colleagues, the Special Collections and Archives Operations Coordinator (referred to as "Coordinator") contributes to and advances SCA services and collection control at advanced levels and coordinates the internal operations of Special Collections and Archives to ensure high quality service and support for our users. The Coordinator serves as Aeon administrator; supervises undergraduate and graduate student assistants; manages staffing of the Reading Room desk; and coordinates the movement of Special Collections materials for use. The Coordinator will provide research support and staff the Reading Room desk. Additionally, this role carries significant responsibility for ensuring the security of Special Collections' spaces and rare materials. ESSENTIAL FUNCTIONS Operations Administers Aeon (patron registration and request system): manages all queues and user accounts; liaises with library digital production staff on user copy requests; instructs staff in the use of Aeon; runs usage reports; establishes workflows; and liaises with the vendor. Manages security of rare materials by auditing Aeon transactions. As the Distinctive Collection's representative on the Student Assistant Program Team, the coordinator oversees the selection process, trains, supervises, and works with Student Supervisor to evaluate, discipline/terminate SCA's student staff. Supports the Head of the Asian Library in managing the Asian Library student assistants. Coordinates the flow of materials in and out of the reading room including student assistants' paging and shelving of all materials, assuring the highest level of security of the collections, and manages the holds shelf. Coordinates flow of materials to digital production for copy requests. Maintains department archival processing and preservation supplies; orders supplies and monitors those expenditures. Participates in the unit's stacks maintenance and other collection management projects by coordinating shelf reading, inventory, shifting, and related tasks. Coordinates the transfer of requested collections to and from offsite storage, working with library colleagues to ensure timely, careful, and secure delivery. Liaises with cataloging and technical services colleagues on cataloging and catalog maintenance projects. Liaises with Associate Dean, Library building staff, and Central Facilities Services staff regarding HVAC, water, and housekeeping issues. Contributes to the review, creation, and documentation of policies and procedures to standardize and improve services in SCA, including conservation standards and best practices for exhibit installations. Research support Coordinates and maintains Reading Room desk schedule and serves as primary back-up for scheduled desk staff to ensure consistent Reading Room desk coverage is available during Reading Room hours. Staffs the Reading Room desk and provides research and reference assistance to users by telephone and in-person. Supports and effectively communicates to staff and patrons policies and procedures of the division including access to the collections and careful handling of and security for rare materials. Conducts SCL tours and orientations for internal and external users; on occasion will contribute to exhibition planning and preparation and provides assistance aligned with standards and guidelines for recommended display conditions, and contribute to other outreach activities. SCA team Participates as an active and engaged team member by attending SCA meetings to discuss priorities and assist with solutions. Contributes to SCA planning and goal setting in support of the library's strategic initiatives and priorities. Facilitates collaboration by welcoming and valuing everyone's perspectives and demonstrates a commitment to fairness and equal access to information. Performs other related duties as assigned. QUALIFICATIONS Unless otherwise stated, the following qualifications are
required
to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below. Education/Training
: High School Diploma or the equivalent. Experience
: 2 years experience in a library, institutional archive or museum. Competencies
: Strong commitment to supporting justice, equity, diversity, and inclusivity within the library, as both a place of work and as an educational partner. Ability to identify and handle fragile materials with care, adhering to TCCL standards. Exceptional written and verbal communication skills; able to effectively engage with researchers, colleagues, and stakeholders. Proven ability to communicate complex information clearly and professionally. Demonstrated ability to work effectively with the scholarly community, including faculty and students. Proven capacity to assess situations, identify issues, and develop effective, efficient solutions. Ability to work both independently and as part of a team and be responsive to changing priorities. Comfortable with a variety of digital tools, including Microsoft Office (particularly Excel), database systems, inventory management tools, and digital communication platforms. Willingness to learn and adopt new technologies relevant to library operations. Strong interest in participating in a team that promotes the use of special collections to diverse audiences. Preferred Experience: Bachelor's degree in Humanities, Sciences or Social Sciences Experience with Aeon, ArchivesSpace Public-facing work experience Work Schedule
: The regular hours for this full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit. Union:
This position is represented by The Claremont Colleges Services Library Staff Federation AFT Local 6735. The employee in this position will be bound by the collective bargaining agreement. COMPENSATION Pay
: The pay rate for this position is competitive and commensurate with the duties, responsibilities, and qualifications required for the position, between $25.00 and $ 28.00 per hour. Benefits
: This position is eligible for our employment benefits package including: medical, dental, vision, 10% retirement contributions after one year (no matching required), group life insurance, generous time off, professional development funds, discounts for mobile plans, software, and entertainment, access to fitness facilities, and more! PHYSICAL REQUIREMENTS Physical Requirements: Sedentary work that primary involves sitting and standing: Constantly
Frequently
Occasionally
Never Active work that primary involves standing and walking: Constantly
Frequently
Occasionally
Never Light work that involves moving objects weighing up to 10 pounds: Constantly
Frequently
Occasionally
Never Medium work that includes moving objects weighing up to 25 pounds: Constantly
Frequently
Occasionally
Never Medium work that includes moving objects weighing up to 40 pounds: Constantly
Frequently
Occasionally
Never Heavy work that includes moving objects weighing up to 50 pounds: Constantly
Frequently
Occasionally
Never Operate a computer or other work requiring repetitive movement of wrists, hands, & fingers: Constantly
Frequently
Occasionally
Never Operate a street legal golf cart, a company automobile, or other heavy machinery: Constantly
Frequently
Occasionally
Never Read or write electronic or printed materials: Constantly
Frequently
Occasionally
Never Communicate verbally in person, by phone or another device: Constantly
Frequently
Occasionally
Never Moving body into different positions to work down low, overhead, or outward: Constantly
Frequently
Occasionally
Never Work involving climbing ladders, stairs, scaffolding, or similar: Constantly
Frequently
Occasionally
Never Work in various environments including low, high, tight, low-ventilation, or confined spaces: Constantly
Frequently
Occasionally
Never Work indoors in climate-controlled spaces: Constantly
Frequently
Occasionally
Never Work outdoors in various weather conditions: Constantly
Frequently
Occasionally
Never Work in a noisy environment: Constantly
Frequently
Occasionally
Never Disclaimer: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.
TCCS reserves the right to modify job duties or assign additional duties as needed. ADA/OSHA: This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Equal Opportunity Employer: TCCS is an equal opportunity employer. TCCS managers make employment
decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics.
All such discrimination is unlawful.
Claremont
time type
Full time
posted on
Posted 8 Days Ago
job requisition id
REQ-7318
ABOUT THE POSITION
: Reporting to the Head of Special Collections and Archives (SCA) and in collaboration with departmental colleagues, the Special Collections and Archives Operations Coordinator (referred to as "Coordinator") contributes to and advances SCA services and collection control at advanced levels and coordinates the internal operations of Special Collections and Archives to ensure high quality service and support for our users. The Coordinator serves as Aeon administrator; supervises undergraduate and graduate student assistants; manages staffing of the Reading Room desk; and coordinates the movement of Special Collections materials for use. The Coordinator will provide research support and staff the Reading Room desk. Additionally, this role carries significant responsibility for ensuring the security of Special Collections' spaces and rare materials. ESSENTIAL FUNCTIONS Operations Administers Aeon (patron registration and request system): manages all queues and user accounts; liaises with library digital production staff on user copy requests; instructs staff in the use of Aeon; runs usage reports; establishes workflows; and liaises with the vendor. Manages security of rare materials by auditing Aeon transactions. As the Distinctive Collection's representative on the Student Assistant Program Team, the coordinator oversees the selection process, trains, supervises, and works with Student Supervisor to evaluate, discipline/terminate SCA's student staff. Supports the Head of the Asian Library in managing the Asian Library student assistants. Coordinates the flow of materials in and out of the reading room including student assistants' paging and shelving of all materials, assuring the highest level of security of the collections, and manages the holds shelf. Coordinates flow of materials to digital production for copy requests. Maintains department archival processing and preservation supplies; orders supplies and monitors those expenditures. Participates in the unit's stacks maintenance and other collection management projects by coordinating shelf reading, inventory, shifting, and related tasks. Coordinates the transfer of requested collections to and from offsite storage, working with library colleagues to ensure timely, careful, and secure delivery. Liaises with cataloging and technical services colleagues on cataloging and catalog maintenance projects. Liaises with Associate Dean, Library building staff, and Central Facilities Services staff regarding HVAC, water, and housekeeping issues. Contributes to the review, creation, and documentation of policies and procedures to standardize and improve services in SCA, including conservation standards and best practices for exhibit installations. Research support Coordinates and maintains Reading Room desk schedule and serves as primary back-up for scheduled desk staff to ensure consistent Reading Room desk coverage is available during Reading Room hours. Staffs the Reading Room desk and provides research and reference assistance to users by telephone and in-person. Supports and effectively communicates to staff and patrons policies and procedures of the division including access to the collections and careful handling of and security for rare materials. Conducts SCL tours and orientations for internal and external users; on occasion will contribute to exhibition planning and preparation and provides assistance aligned with standards and guidelines for recommended display conditions, and contribute to other outreach activities. SCA team Participates as an active and engaged team member by attending SCA meetings to discuss priorities and assist with solutions. Contributes to SCA planning and goal setting in support of the library's strategic initiatives and priorities. Facilitates collaboration by welcoming and valuing everyone's perspectives and demonstrates a commitment to fairness and equal access to information. Performs other related duties as assigned. QUALIFICATIONS Unless otherwise stated, the following qualifications are
required
to perform the essential functions of this position, or the individual must demonstrate how the essential functions will be performed (with or without reasonable accommodation) using other qualifications not listed below. Education/Training
: High School Diploma or the equivalent. Experience
: 2 years experience in a library, institutional archive or museum. Competencies
: Strong commitment to supporting justice, equity, diversity, and inclusivity within the library, as both a place of work and as an educational partner. Ability to identify and handle fragile materials with care, adhering to TCCL standards. Exceptional written and verbal communication skills; able to effectively engage with researchers, colleagues, and stakeholders. Proven ability to communicate complex information clearly and professionally. Demonstrated ability to work effectively with the scholarly community, including faculty and students. Proven capacity to assess situations, identify issues, and develop effective, efficient solutions. Ability to work both independently and as part of a team and be responsive to changing priorities. Comfortable with a variety of digital tools, including Microsoft Office (particularly Excel), database systems, inventory management tools, and digital communication platforms. Willingness to learn and adopt new technologies relevant to library operations. Strong interest in participating in a team that promotes the use of special collections to diverse audiences. Preferred Experience: Bachelor's degree in Humanities, Sciences or Social Sciences Experience with Aeon, ArchivesSpace Public-facing work experience Work Schedule
: The regular hours for this full-time position are 40 hours scheduled from 8:00 a.m. to 5:00 p.m., Monday through Friday. May be required to work holiday, weekend, and/or evening hours. Regular hours may vary due to the needs of the organization or business unit. Union:
This position is represented by The Claremont Colleges Services Library Staff Federation AFT Local 6735. The employee in this position will be bound by the collective bargaining agreement. COMPENSATION Pay
: The pay rate for this position is competitive and commensurate with the duties, responsibilities, and qualifications required for the position, between $25.00 and $ 28.00 per hour. Benefits
: This position is eligible for our employment benefits package including: medical, dental, vision, 10% retirement contributions after one year (no matching required), group life insurance, generous time off, professional development funds, discounts for mobile plans, software, and entertainment, access to fitness facilities, and more! PHYSICAL REQUIREMENTS Physical Requirements: Sedentary work that primary involves sitting and standing: Constantly
Frequently
Occasionally
Never Active work that primary involves standing and walking: Constantly
Frequently
Occasionally
Never Light work that involves moving objects weighing up to 10 pounds: Constantly
Frequently
Occasionally
Never Medium work that includes moving objects weighing up to 25 pounds: Constantly
Frequently
Occasionally
Never Medium work that includes moving objects weighing up to 40 pounds: Constantly
Frequently
Occasionally
Never Heavy work that includes moving objects weighing up to 50 pounds: Constantly
Frequently
Occasionally
Never Operate a computer or other work requiring repetitive movement of wrists, hands, & fingers: Constantly
Frequently
Occasionally
Never Operate a street legal golf cart, a company automobile, or other heavy machinery: Constantly
Frequently
Occasionally
Never Read or write electronic or printed materials: Constantly
Frequently
Occasionally
Never Communicate verbally in person, by phone or another device: Constantly
Frequently
Occasionally
Never Moving body into different positions to work down low, overhead, or outward: Constantly
Frequently
Occasionally
Never Work involving climbing ladders, stairs, scaffolding, or similar: Constantly
Frequently
Occasionally
Never Work in various environments including low, high, tight, low-ventilation, or confined spaces: Constantly
Frequently
Occasionally
Never Work indoors in climate-controlled spaces: Constantly
Frequently
Occasionally
Never Work outdoors in various weather conditions: Constantly
Frequently
Occasionally
Never Work in a noisy environment: Constantly
Frequently
Occasionally
Never Disclaimer: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, The Claremont Colleges Services will review this job description and make changes of business necessity.
TCCS reserves the right to modify job duties or assign additional duties as needed. ADA/OSHA: This job description defines the essential job duties of this position. The Claremont Colleges Services expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Equal Opportunity Employer: TCCS is an equal opportunity employer. TCCS managers make employment
decisions on the basis of merit, with the aim of having the best available person in every job. TCCS prohibits discrimination based on all characteristics protected by federal, state, or local law or ordinance or regulation. TCCS also prohibits discrimination based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics.
All such discrimination is unlawful.