 - Special Collections and Archives -- Library Assistant
Function:
Assists Furman University students, faculty, staff and other researchers (“patrons”) with historical, biographical, genealogical and other types of research. Supports accessioning, processing and use of materials purchased, given, or transferred to Special Collections and Archives. Maintains administrative records of the department and assists with management of the department.
Responsibilities:
- Assists patrons by:
Locating and retrieving materials from the non-circulating stacks and the archives
Researching queries using Special Collections and Archives resources and guides
Responding to reference and information requests by phone, letter, fax, or e-mail
Filling requests for Interlibrary Loan
Creating photo and digital copies of materials as requested
Referring patrons to other sources
2. Supports accessioning, processing, and use by:
Adding accessions and accretions to the Accessions Notebook and to the Access
database
Corresponding with donors and providing relevant forms for donation transactions
Organizing, rehousing, and filing collections and resources in appropriate protective
containers
Preparing inventories and guides to assist in the use of the collections
Updating and creating web pages to highlight collections for use
Preparing materials for the bindery
Determining materials requiring phase boxes, acid-free containers, encapsulation and other preservation techniques
Shelving books, microfilm, archival and manuscript collections
Updating finding aids such as Furmaniana, South Caroliniana, Baptist Biographies, among others, in the electronic and web versions
Continuing to augment and correct the Final Shelf List
Preparing microfilmed records including boxing, labeling, organizing and arranging for cataloguing
Adding new microfilmed records to the printed tables as well as to the web site
3. Maintains the administrative records of the department by:
Filing correspondence, executed forms, and other materials
Providing a monthly list to the director of the accessions recorded
Maintaining inventory of materials and supplies
Ordering, through library’s administrative assistant, supplies needed for storage and preservation
Maintaining records of all transactions occurring in the department including loans, correspondence, inquiries, visitors, etc.
Preparing summaries for annual report including statistics of all transactions occurring in the department
Regularly checking on interlibrary loan requests and filing request forms in appropriate folders
Communicating with the Interlibrary Loan Department when materials are returned
Keeping a record of duplication and digitization fees, use fees, and other funds collected and forwarding funds to the Director’s Administrative Assistant
Checking Special Collections mailbox daily and distributing the mail
4. Assists with management of the department
Manages or assists in the management of the student workers, internship students, and the Special Collections and Archives intern
Supervises student worker(s) by participating in the hiring, training, making assignments, scheduling and evaluating work
Assists in the organization and management of Special Collections and Archives events and programs
5. Meets daily with librarian to assess the work assignments and to evaluate work
procedures and processes
6. Attends meetings with library faculty or staff, as appropriate
7. Completes other duties as assigned
8. Attends workshops, classes, and conferences as applicable to job to improve knowledge
and skills
9. Completes performance review process with supervisor/employees to understand job performance expectations and how they fit into the department and university goals
10. Pursues professional development to keep pace with demands for services and information; including maintaining up to date information about the department and University
Relationships:
Daily contact with all Special Collections and Archives personnel for planning, coordinating, problem-solving, presenting information and suggestions, and explanation of rules, regulations, practices or functions.
Frequent contact with other departments and outside vendors who provide library materials or services, to exchange factual information and explanation of rules, regulations, practices or functions.
Daily contact with patrons for reference and information and to provide information regarding library materials, library policy and procedure.
Responsibility for Final Decisions:
Tasks involve multiple procedures with interrelated processes or steps. Work involves choosing the appropriate option or procedure to follow and applying established rules and procedures.
Errors are hopefully detected in the normal course of work but may affect the work of others both within and outside the department. Others within the department may assist to trace errors and make corrections, if they are not found through standard procedures.
Reports To: Special Collections Librarian and University Archivist
Work on routine projects is performed independently. More difficult questions or issues including public use of certain materials are referred to the Special Collections Librarian.
Educational/Skill Requirements:
Required:
Minimum High School graduate with 2-5years experience in a special collections department, archives, museum or related field
Knowledge of Microsoft Office Suite and online library or artifact catalogue
Web editing skills
Excellent organization and communication skills
Ability to perform independently
Ability to follow written and oral instruction
Attention to detail and the ability to prioritize tasks
Demonstrated ability to work well with others, including students, public, and peers
Ability to direct and supervise student workers
Ability to operate a flatbed scanner
Preferred:
Familiarity with Dreamweaver
Familiarity with PastPerfect or other collection management software
Bachelors Degree
Supervisory experience
Work Conditions:
Work is performed in an office environment.
Work requires some lifting and movement of books and other library materials up to 50 lbs.
Work involves exposure to dust and mold. |
