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Collections Associate

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Job Details

Collections Associate
Middlebury Institute of International Studies at Monterey

Posting Number : S01790

Position Summary:
The Collections Associate plays a key role in providing access to library materials of all formats to the Institute's academic community. Under the supervision of the Library Director, the Collections Associate oversees the ordering and receiving of print and electronic periodicals and books. She/he/they handle the processing and routine cataloging of new materials, in order to make them available to students and faculty in a timely manner. The Collections Associate hires, trains and supervises student graduate assistants to help with daily tasks as well as ongoing collections projects.
The Collections Associate creates and updates order records and posts payments to the Integrated Library System (ILS). She/he/they reconciles library credit card transactions within the financial system. The Collections Associate works closely with library colleagues in Vermont including regular meeting attendance. She/he/they assist at the library front desk as needed. This is a full-time (37.5 hours/week) non-exempt staff position.
Offer is contingent upon successful completion of a criminal background check.

Essential Functions:
  • Hires, trains and supervises student graduate assistants to assist with Collections work
  • Consults with professional equivalents at Middlebury College libraries and develops policies and procedures based on these consultations. Assesses the suitability of these policies and procedures for the MIIS environment and adapts them as necessary
  • Manages the ordering of library materials including reconciliation of library credit card transactions on the financial system
  • Works with library management to prepare fund allocations for library materials. Monitors and regularly reports on the status of the library materials budget
  • Creates item records for print periodicals
  • Manages subscriptions for periodicals and serials, both print and online. Collaborates with Vermont-based colleagues in management of shared subscriptions
  • Manages tracking and claiming of print periodicals and tracks book orders
  • In collaboration with Vermont-based colleagues, ensures easy, accurate access to the library’s periodical collections, working with database vendors when necessary
  • Participates in exploration and evaluation of e-resources & platforms for user-friendly integration into library catalog
  • Prepares monthly collection statistics and other statistics as needed. Updates datasets in the LibInsight platform
  • Creates order records, closes orders, and posts using the Integrated Library System
  • Submits orders on vendor platforms for print and electronic resources
  • Handles routine copy cataloging of library materials
  • Oversees the timely and efficient physical processing of materials added to the library collection
  • Handles basic repairs of damaged print materials
  • Processes bindery orders
  • Oversees acquisitions email account communications.
  • Contributes to Library Collection Development Policy
  • Serves on the Vermont-based Cataloging and Acquisitions teams

General Responsibilities:
  • Understands the aims and needs of MIIS’ teaching, learning and research programs
  • Develops and maintains strong working relationships with faculty and staff through regular communication and by attending relevant meetings and events
  • Participates on library committees and teams as needed.
  • Oversees library operations during shifts when no other staff members are present.
  • Assists with library front desk operations as needed
  • Complies with copyright law as it applies to academic libraries
  • Actively participates in collaborative projects
  • Serves as library representative on designated campus committees and working groups
  • Maintains a close working relationship with all library staff
  • Maintains confidentiality of library patron records
  • Complies with campus safety guidelines
  • In collaboration with other staff members, ensures that public and staff areas are safe, clean, and inviting
  • Communicates with appropriate campus staff regarding facilities, technology, and safety issues
  • Uses shared departmental folders, email accounts, calendars, social media, and websites
  • Other responsibilities as required to assist the library in accomplishing its mission

A BA degree or equivalent experience required. Reading knowledge (with dictionary assistance, if necessary) of at least one foreign language taught by Middlebury Institute

Knowledge, Skills and Abilities:
  • Familiarity with local and national cataloging policies, practices, and standards.
  • Proficiency with Microsoft Office, particularly MS Excel, and integrated library systems
  • Proficiency with MarcEdit and OCLC Connexion preferred
  • Ability to train and supervise work-study student assistants
  • Adaptability to new and specialized technology
  • Knowledge of library policies and procedures
  • Ability to work in a team-oriented environment
  • Ability to work independently after training
  • Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and constituencies in a diverse community
  • Strong commitment to providing excellent service to patrons

Minimum of 2 years previous library experience preferred, including experience with cataloging/metadata procedures and acquisitions

Physical Demands:
The Middlebury Institute of International Studies at Monterey maintains a smoke-free workplace and complies with the Federal Drug-Free Schools and Communities Act and Drug-Free Workplace Act.

Close Date:

Special Instructions to Applicants:
Offer is contingent upon successful completion of a criminal background check.Covid-19 vaccination, including booster if eligible, is a condition of employment. For more information:

To apply, please visit:

Middlebury is an equal-opportunity employer where diversity, equity, and inclusion are core values. To this end, Middlebury recruits talented and diverse faculty, staff, and students from across the United States and around the world. Middlebury encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically underrepresented communities. Middlebury also invites applications from individuals who demonstrate an ongoing commitment to advancing diversity, equity, and inclusion in the workplace.

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Working at Middlebury Institute of International Studies at Monterey

Middlebury Institute of International Studies at Monterey, a graduate school of Middlebury College, provides international professional education in areas of critical importance to a rapidly changing global community, including international policy and management, translation and interpretation, language teaching, sustainable development, and non-proliferation. We prepare students from all over the world to make a meaningful impact in their chosen fields through degree programs characterized by immersive and collaborative learning, and opportunities to acquire and apply practical professional skills. Our students are emerging leaders capable of bridging cultural, organizational, and language divides to produce sustainable, equitable solutions to a variety of global challenges.

In 2010, the Institute became a graduate school of Middlebury College. Middlebury is known worldwide for its leadership in undergraduate language instruction and international studies, and features both summer language immersion programs and Schools Abroad in 16 countries and 37 cities around the globe. Middlebury is also home to the oldest environmental studies program in the nation.

Monterey and Middlebury share much more than a common interest in cross-cultural communication and the environment, though—we share a commitment to making a difference in the world, and are building a truly global network of programs for future leaders in areas from translation and interpretation to environmental policy, economic development to language education, conflict resolution to sustainable business.

Middlebury Institute of International Studies at Monterey offers graduate programs that prepare innovative professionals to provide leadership in cross-cultural, multilingual environments. Practical skills, collaborative processes, and innovative approaches are defining features of a Monterey Institute education. The Institute’s unique "Monterey Way" learning model ensures that students are learning through firsthand experiences in more than one language. Middlebury Institute of International Studies at Monterey learners are problem solvers and process masters, building sustainable, equitable solutions for a global community through our interdisciplinary blend of business, policy, and language.


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