Collection Management Assistant

Access Services actively supports the teaching and research mission of the Harvard Library by delivering a high standard of service; cultivating a welcoming environment that is supportive to academic research and inquiry; stewarding the university collection; and connecting the academic community to the vast array of library resources. We support the teaching and scholarly mission of the University through collaborative partnerships with the community of students, scholars, and professionals at Harvard and beyond.

As a member of the Collection Management Team, under the supervision of the Widener and Lamont Stacks and Collection Management Manager, this position provides timely access to Harvard Library collections by performing a variety of tasks required to ensure that materials are ready for patron use, including the application of appropriate security and ownership treatments consistent with the HL preservation guidelines. Collection Management (CM) staff and teams are responsible for all activities related to the physical collections.

• Prepares library materials for shelving in open stacks and offsite storage following established guidelines and procedures:

  • sorts incoming materials for treatment

  • uses an automated label system to scan, edit, and print out call number labels

  • applies call number labels to the spines of volumes

  • adheres security devices

  • applies ownership stamps

  • handles all materials in a manner consistent with preservation policies, evaluates circulating collections for repair, housing, and special processing

• Performs quality control on Direct to Destination (DTD) and shelf ready materials, including review of bibliographic information of materials.

• Packs material onto book trucks or into bins for transfer to library stacks or offsite storage.

• Uses Alma to conduct quality control and ensure rigorous tracking of library materials within workflows to facilitate locating an item promptly if requested.

• Regularly performs other collection management tasks as needed:

  • discharging

  • Reshelving

  • Offsite storage transfer

  • pulling requested material from stacks

  • shelf-reading

  • collection shifts

  • patron assistance

  • collection related projects

• Uses Outlook, Libanswers, or other online correspondence tools to respond to patron and staff inquiries in a courteous, timely, and professional manner.

• May assist in training, scheduling and distributing work of other staff members, students, casuals and temporary workers.

• High school diploma or equivalent required.

• Proficient with Microsoft Office Suite.

• Experience with automated systems, including using online databases, working with spreadsheets and knowledge of file management techniques.

• Excellent oral and written communication skills.

• Library experience and interest in working with a wide variety of library materials preferred.

• Experience with Alma, preferred.

• Ability to maintain acute attention to detail while performing repetitive tasks.

• Ability to read and interpret documents such as bibliographic data.

• Ability to work independently with sustained concentration; ability to prioritize workflow.

• Ability to work productively and collaboratively in a team environment with minimal supervision.

• Working knowledge of additional (non-English) languages.

• Ability to adapt to new situations and learn new tasks quickly and accurately.

• Works according to changing daily priorities, demonstrates flexibility and ability to shift between multiple tasks effectively.

• Demonstrated commitment to equity, diversity, inclusion, belonging and anti-racism.

• Ability to meet physical demands of work, as outlined below.

• Involves frequent use of computer keyboard and mouse.

• Requires lifting and carrying bins up to 40 pounds; pushing and maneuvering full book trucks, including moving and shifting these materials between workstations, shelves, book trucks and boxes.

• Requires ability to sit or stand for long periods of time.

• Requires squatting, bending, stooping, reaching, and climbing and balancing on small step stools, access shelving that is above 5 feet or flush with the ground.

• The position is performed fully onsite. Work location is responsive and subject to change based on business needs.

• Hours are typically 9:00 am–5:00 pm Monday through Friday.

• Work is performed in an office environment.

• Noise level in the work environment is usually moderate.

• May have limited exposure to dust, dirt or mold on books.

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Across the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society.

Harvard Library inspires collaboration, reflection, experimentation, and discovery connecting users to related disciplines and to University-wide teaching resources. The Library engages users through curated discovery, digital collections, reimagined physical space, and specialized research support. Today, Harvard Library’s holdings range from traditional print collections to rapidly expanding access to digital resources. Harvard Library provides the University's faculty, students, and researchers—now and in the future—with exceptional experiences and comprehensive access to these materials.

Learn more about our contributions to the academic enterprise by visiting us at http://library.harvard.edu and about the Harvard University community at http://hr.harvard.edu/why-harvard.

The Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.