Job Description

The Library and Archives Associate for serials and electronic resources provides assistance and support in fulfillment of the library mission to support the museum’s current and future collections, research, exhibitions, publications, programs, and activities; and the archives mission to preserve records that document the origins, development, achievements, and activities of the museum. The Ingalls Library and Museum Archives serve the museum community by identifying, acquiring, organizing, and providing access to information in accordance with the values of the institution and to fulfill strategic plan and DEI plan initiatives. This position is responsible for all tasks associated with the acquisition, cataloging, processing, and maintenance of serials, auction catalogs, dealer catalogs, and other continuations in all formats including working with vendors to manage shipping and billing issues and creating auction catalog records according to national standards. The incumbent manages the shelving of serials, auction catalogs, and dealer catalogs in the technical services workroom and library stacks and identifies items appropriate for commercial binding.

Requirements and Key Competencies

Bachelor’s degree (B.A.) in liberal arts with an emphasis in art history or related field. A minimum of two years’ experience working in a research or academic library especially experience in either cataloging or acquisitions departments; or equivalent combination of education and experience

Employee must be a team player with the ability to effectively communicate with all library and archives constituencies, to prioritize work projects, work independently with limited direction, and assist in all areas of library and archives support services. Proficiency in essential functions of integrated library systems (ILS) and OCLC required. Working knowledge of at least one foreign language as well as proficiency in using foreign language dictionaries is preferred. Employee should possess excellent organizational, problem solving, interpersonal, and oral and written communication skills to meet deadlines and quotas. Ability to read, analyze, and interpret complex documents. Ability to write reports and other business documents. Ability to effectively present information in one-on-one and small group situations to supervisors, visitors, vendors, museum management, and staff and respond to queries from all library and archives constituencies is essential. The employee must be familiar with database programs and all components of Microsoft Office Suite which are used daily. Ability to solve problems and deal with a variety of abstract and concrete variables. Must be able to sustain close attention to detail over a long period of time and interpret complex instructions furnished in written, oral, or schedule form. The library and archives maintain procedure manuals for all processes. Daily communication between the supervisor and incumbent is expected. The employ must occasionally lift and/or move up to 25 pounds. The employee may be exposed to dust, dirt, and other possible allergens.

Responsibilities

• Process serial orders for the library. Includes setting up orders with vendors; creating and maintaining order records in integrated library system; researching and processing status reports from vendors; maintaining vendor records both online and through direct interaction with vendor representatives; unpacking, receiving and inspecting materials; processing materials for returns and processing invoices for payment using the museum financial software management system.
• Receive and process arriving serials including check-in, collating, routing and shelving. Monitor expected serials through the claims process and correspondence with vendors. Maintain recent acquisitions shelves and serials stacks, including identifying items appropriate for binding.
• Maintain auction catalogue collection by ordering, receiving, claiming, cataloging, and maintaining price list acquisition and statistics.
• Maintain dealer catalog collection by receiving, copy cataloging, routing and shelving material transferred to the department.
• Perform copy and original cataloging of auction catalogues utilizing national cataloging standards, including MARC and AACR2/RDA.
• Provide cross training backup.
• Provide support for Acquisitions Department as needed.
• Provide on-call support for circulation as needed.
• Maintain proficiency in all essential functions of integrated library system, OCLC and museum finance software.
• Reconcile expenditures on monthly general ledger provided by the finance department.
• Compile and report appropriate department statistics monthly.
• Maintain relevant information on the library’s bulletin boards including daily schedule, local events, and fellowships, conferences and jobs related to CWRU students.
• Assist with the supervision and organization of workflow for work-study students, interns, and volunteers.
• Participates in library’s monthly technical services department meetings.

Hourly Rate: $18.70 per hour

Application Material: Please submit a resume, cover letter, and 3 professional references.

Full-time Benefits include:

• Partner level membership to CMA
• Free Garage Parking
• Your employment relationship with the museum qualifies you for free or discounted admissions to other cultural institutions such as the Natural History Museum, Botanical Gardens, The Cleveland Zoo, etc.
• Medical
• Dental
• Vision
• Life and Accidental Death and Dismemberment Insurance
• Voluntary Life
• Short Term Disability
• Long Term Disability
• HSA
• FSA
• 401(k) with company match
• Accident Insurance
• Critical Illness Insurance
• ID Theft
• Legal Services
• Pet Insurance
• Employee Assistance Program
• Paid Time Off