Under the direction of the Beinecke Backlog Resolution Project manager, the Archives Assistant supports the work of the Beinecke Librarys Backlog Resolution Project by coordinating the day-to-day operations and the complex set of logistics associated with regular transfers of printed and archival collection materials from Beinecke-Wall St. and/or the Beinecke Library Shelving Facility processing space to the Technical Services facility on Winchester Ave. for processing and from both locations to the Library Shelving Facility (LSF) for storage. This position assists in planning, preparing for, scheduling, and verifying the safe movement of collection material between multiple locations, and includes: maintaining workflows and documentation for transfer processes; assisting in assessing and reviewing material for transfer; preparing shipping manifests and reconciling status reports; and assisting in all steps of the preparation for processing and post-processing transfer of material. This position will closely coordinate backlog project work with multiple units and departments within the Beinecke.
1. Coordinates the day-to-day operations associated with regular transfers of unprocessed collections from Beinecke to the offsite processing space for processing, as well as regular transfers of newly processed collections fromBeinecke and the offsite processing space to LSF for shelving.
2. Handles all logistics associated with planning, preparing for, scheduling, overseeing, and verifying the safe movement of collection material between multiple locations; coordinates with Traffic, Receiving, & Stores (TR&S),LSF, and other library units, as necessary.
3. Assists in coordinating the work of staff involved in transfers.
4. Maintains workflows and documentation for transfer processes; makes improvements as needed.
5. Reviews material for transfer and reconciles against transfer log in Excel spreadsheet; uses problem-solving skills and independent judgment to troubleshoot problems, such as discrepancies between supplied information and physical items in hand, as they arise.
6. Updates records in ArchiveSpace, Aeon, and Voyager to reflect access restrictions and track locations; provides up-to-date information about pending and closed collections on Beineckes website.
7. Physically prepares materials being transferred.
8. Conducts barcode reconciliation for transferred containers; troubleshoots problems as they arise.
1. Coordinates the work in a unit. 2. May perform a range of public and technical service functions. 3. Oversees, instructs and coordinates activities of staff. 4. Prepares, arranges, revises, photocopies, and distributes finding aids, guides, registers and other descriptive controls for manuscript collection. 5. Prepares and edits textual descriptions and other explanatory material for the registers, guides, inventories or lists. 6. Assists in establishing preliminary physical and bibliographic control of new accessions to a collection. 7. Performs clerical functions incidental to library activities.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1:
Excellent organizational skills. Demonstrated ability to handle multiple assignments, to work independently and productively, to exercise initiative and judgment in identifying, resolving and referring problems, to organize varied tasks, set priorities, adapt to change, and exhibit good attention to detail.
Required Skill/Ability 2:
Strong customer service orientation. Ability to work effectively with others in a production-oriented, team environment.
Required Skill/Ability 3:
Demonstrated ability with automated systems and computers, especially word processing and database use. Demonstrated ability with MS Word, Excel, Access, or similar PC-based word processing, spreadsheet, and database management programs.
Required Skill/Ability 4:
Ability to work with literary, historical or other materials in the humanities. Good analytical problem-solving skills and excellent oral and written communication skills. Willingness to work with controversial/sensitive material.
Required Skill/Ability 5:
References indicating reliable attendance and punctuality, accuracy and attention to detail, consistency and dependability in performing work assignments and following detailed procedures, self-motivation, ability to organize own work, and ability to work effectively independently and with others.
Preferred Education, Experience and Skills:
Bachelors degree in Humanities. Experience using Voyager, ArchivesSpace or other bibliographic control systems; using Aeon, or other special collections circulation system. Previous work experience in an archive or special collections library. Experience working as part of a high performing team.
Ability to lift materials weighing up to 50 pounds, push loaded book trucks, use elevators and climb ladders. Manual dexterity required.
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check.* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.
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