Department: MED-Galter Health Science Libr Salary/Grade: NEX/13
The principal duties of this position are to assist in the management of the daily operations of the Special Collections Department under the direction of the Special Collections Librarian—which include reference support, collection maintenance, and outreach—and to perform hands-on processing of archival collections within the Galter Health Sciences Library & Learning Center (GHSL).
Coordinates a broad variety of library tasks to support GHSL patrons and staff. Prioritizes, directs, and responds to matters that arise in the library. Creates and maintains associated documents, and alerts supervisor of critical issues and upcoming events. Reviews work procedures, policies and operational methods; identifies and documents Standard Operating Procedures (SOPs); best practices. Suggests improvements to workflows and outlines implementation.
Please Note: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include daily lifting / carrying / moving of objects and books weighing up to 30 pounds.
Ability to reach, bend, climb, stoop, crouch, lift, push and/or pull objects and or furniture while shelving or maintaining the library
Collaborates with Special Collections Librarian and Head of Collection Management to create workflows and policies surrounding processing of archival materials.
Creates, reviews, revises, and publishes finding aids for traditional, born-digital, and hybrid archival collections in order to ensure factual accuracy and adherence to current professional and internal standards.
Creates and reviews accession records for incoming archival acquisitions.
Plans and implements—individually or as part of a team—processing plans for collections.
Processes collections in a variety of formats and physical conditions according to current professional and internal standards.
Determines and maintains appropriate physical housing and storage of collections, maintaining inventory control and security.
Trains library staff in the preferred methods of processing collections and handling of materials in a variety of physical formats.
Creates detailed inventories, indexes, container lists, etc., of acquired collections.
Develops and produces finding aids, applying DACS in a fashion best suited for the collection and research needs.
Maintains confidentiality in working with restricted collections and personal information, per donor stipulation, HIPAA, FERPA, etc.
Research and Information Services
Provides first point of contact, answers questions, resolves problems, explains and enforces policies for general library patrons and particularly for special collections patrons in person and by phone and email. Escalates concerns and refers patrons to appropriate staff when unable to provide resolution to questions.
Manages special collections patron access; enforces reading room registration policy and maintains patron registration files.
Skillfully navigates the library's website and directs users to appropriate webpages quickly.
Exhibits and Outreach
Assists with the installation and breakdown of exhibitions.
Creates, edits, and posts signage for exhibitions and related events.
Creates commemorative displays as directed by the Special Collections Librarian. Curates images, composes text, and installs materials in locations around the Chicago campus.
Regularly gathers and tracks data on environmental conditions of storage spaces.
Performs monthly maintenance cleaning of all display cases and cleans special collections physical space as needed, including dusting and vacuuming carpet and shelving.
Maintains knowledge of proper handling of special collections materials and instructs patrons and other library staff on proper techniques.
Implements basic preservation measures using book ties, binders, etc. Brings items with preservation or conservation issues to the attention of the Special Collections Librarian.
Annually conducts a thorough shelf read of all special collections book collections.
Accurately shelves special collections books, archives, and artifacts in a variety of locations and according to different schema.
Creates accurate call number ID strips and labels for all items before shelving
Engages in continued professional development and scholarship, and represents the library in local, state, and national organizations, as appropriate.
Maintains in-depth knowledge of changes and trends in archival arrangement, description, and access methodologies.
Performs other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
5 years' library experience or other relevant experience required.
Proficiency with word processing, spreadsheet, email, and database software applications.
Experience working on a collaborative project or experience leading a project team.
Ability to manage multiple tasks and projects simultaneously.
Minimum Competencies: (Skills, knowledge, and abilities.)
Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Deals effectively, not just with concrete tangible issues, but also abstract conceptual matters.
Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
Initiative. Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
Problem Solving. Formulates realistic plans and contingencies and establishes appropriate measurements of anticipated results.
Adaptability. Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
Experience with archival, historical, and / or humanities research.
Degree or certificate in Archival Studies, History, Museum Studies, or other related subject.
Previous work experience in archives and / or rare book collections.
Familiarity with ArchivesSpace, Alma integrated library system, and institutional repositories.
Bibliographic searching experience.
Experience working with digital assets and digital technologies.
Experience working with technical and archival metadata standards.
Experience with SOP development or technical writing.
Previous supervisory or project coordination experience.
Preferred Competencies: (Skills, knowledge, and abilities)
Working knowledge of descriptive metadata standards.
Knowledge of basic preservation practices.
Awareness of current digital preservation practices.
Interested in continuing education and developing skills and knowledge.
Ability to assess and organize information to clearly communicate work needs and best approaches.
Project planning experience, including incorporation of goals, timelines, and contingencies, with appropriate evaluation and communication of results.
Experience with process improvement or assessment of alternatives to existing products and services.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
Internal Number: 41271
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.