Collection Management Specialist

Job description

Collection Management Specialist 🔍Hoover Institution, Stanford, California, United States📁Library📅Oct 06, 2020 Post Date📅87460 Requisition #Are you interested in being part of a dynamic team that is growing? The Hoover Institution at Stanford University is seeking enthusiastic and growth-focused candidates for the Collection Management Specialist position. This a full-time continuing position located in the Description area within the Library & Archives.

Please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in academic libraries and provide examples of past projects and work completed.

About Stanford University’s Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.


The Collection Management Specialist performs a wide range of complex and/or interrelated duties involving a high level of decision making within one or more functional areas of the Description Area of the Hoover Institution Library & Archives. Applies knowledge of overall system and works mostly independently with a high degree of initiative. May supervise employees and manage a unit by overseeing daily operations and updating and maintaining facilities and equipment.


  • Provide enhanced copy cataloging
  • Participate in the development and implementation of policy concerning the organization, circulation and care of the collection
  • Compile detailed finding aids, under the direction of the project archivist, to large and complex archival collections
  • Interact with management and colleagues within and outside the functional area
  • Coordinate and perform a wide range of activities, including creation of basic metadata elements, throughout a variety of reformatting workflows for archival materials
  • Maintain or assist in the development of bibliographies or organized research tools (e.g. databases or a suite of web pages, as well as written documents associated with research activities)
  • Troubleshoot and resolve complex technical issues
  • Assist curators performing complex accessioning projects
  • Provide reference and research assistance
  • Manage daily operations of a unit to include supervision of lower level staff

* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


Education & Experience:

Bachelor’s degree plus three or more years of experience in an academic library, or equivalent combination of education and relevant experience.

Knowledge, Skills, and Abilities:

  • Must have subject knowledge associated with undergraduate course work in a specialized subject
  • Ability to understand and communicate library policy
  • Experience with complex information systems (e.g. Archivist’s Toolkit)
  • Experience with supervision of lower level staff
  • Demonstrated experience in using judgment and initiative to analyze and recommend new procedures
  • Reading knowledge of one or more foreign languages

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Work with books and in places that may be dusty and moldy.
  • Frequently twist/bend/stoop/squat, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).
  • Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds. Ability to lift 40 pound boxes or bundles.

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings and weekends.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,

The Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Additional Information
  • Schedule: Full-time
  • Job Code: 1734
  • Employee Status: Regular
  • Grade: F
  • Department URL:
  • Requisition ID: 87460




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Job No:
Posted: 10/7/2020
Application Due: 10/20/2020
Work Type: