Collections Access Manager

Collections Access Manager

(The position is dual posted at Librarian 1 and 2)

Are you interested in being part of a dynamic team that is growing? The Hoover Institution Library & Archives at Stanford University is seeking a knowledgeable, dynamic, innovative, and service oriented professional for the full-time Academic Staff (Career Track) position of Collections Access Manager.

We invite you to apply for this position by clicking on the "Apply for Job" button.

Please submit a cover letter and resume along with your online application for full consideration.

 

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.

 

JOB PURPOSE:

Reporting to the Research Services Manager, the Collections Access Manager is responsible for coordinating all researcher and staff collection material requests stored in different physical locations—ensuring requests are organized, accurate, pulled and reshelved in a timely and safe manner. This role also assists with reading room operations, answering informational and reference questions in person and via email with clarity, accuracy, and professionalism.

 

Leading the Circulation arm of the Research Services team, this role manages two full-time employees and several part-time assistants responsible for collection access logistics in support of an active reading room and internal Library & Archives functions including instruction, archival processing, conservation treatment, exhibitions, and digitization. The Collections Access Manager provides direction through effective project management, planning, monthly metric reporting, and by delegating, coaching and empowering the circulation team in line with institutional objectives. This position is fully onsite.

 

The position is dual posted at Librarian 1 and 2.

 

CORE DUTIES*:

● Manages all researcher and staff material requests stored in different physical locations, ensuring requests are organized, accurate, pulled and reshelved in a timely manner, problem solving and troubleshooting as necessary.

● Manages circulation staff (trains, schedules and supervises) assuring that collection material is transported safely and staff and researcher needs are being met, in support of an active reading room, archival processing, classes, exhibits, and mass digitization.

● Leads coordination of transportation and delivery of materials from offsite storage.

● Communicates directly with researchers and staff on their requests.

● Answers informational and reference questions in person and via email with clarity, accuracy, and professionalism.

● Assists with reading room operations, scheduling and staffing the desks, and enforcing reading room rules and security.

● Engages in the analysis, development and implementation of systems, tools, technologies, and standards to improve research access, user interfaces, and efficiency of processes.

● Works with the Research Services team to collect and maintain statistics, reports, and other metrics on various aspects of operations and services.

● Assists with the supervision, hiring, and training of staff and student assistants.

● Independently analyzes problems and recommends solutions, displaying a high degree of initiative, originality, and judgment.

● Collaborates with Library & Archives staff and the larger Stanford community on education and outreach activities to promote the use of the collections.

* Other duties may also be assigned.

 

MINIMUM REQUIREMENTS:

Education and Experience:

Librarian 1

● Advanced degree in Library Science or a relevant academic discipline with an archival concentration and demonstrated understanding of academic libraries and archives circulation and reference assistance (in-person and remote) or a combination of education and relevant experience.

 

Librarian 2

● Advanced degree in Library Science or a relevant academic discipline with an archival concentration and demonstrated understanding of academic libraries and archives circulation and reference assistance (in-person and remote) and two years of relevant experience, or a combination of education and relevant experience.

 

Knowledge, Skills, and Abilities:

Librarian 1

● A high level of comfort working with the public. Ability to assess, anticipate needs, and be a flexible problem solver, to work with the public with tact and patience.

● Effective written, oral, and inter-personal communication skills, with the ability to address customer expectations for a wide variety of audiences.

● Commitment to special collections and archives research services, including a keen interest in promoting the research use and appreciation of rare and primary source materials.

● Willingness to learn library circulation and archival collection management systems.

● Established understanding of the principles of archival and library theory, practice, standards, and proper handling of unique and fragile materials.

● Knowledge of use agreements and/or conditions of use, as well as familiarity with legal and intellectual property issues related to archives and special collections.

● Demonstrated ability to organize and prioritize work, with strong project management skills and the ability to use considerable judgment and initiative.

● Ability to be organized, productive, and effective in a fast-paced and dynamic environment, with the capacity to engage with others to identify challenges/opportunities and work collaboratively on solutions.

● Effective at meeting deadlines, adjusting priorities, and working on multiple projects simultaneously.

● Collaborate with Library & Archives staff and the larger Stanford community on education and outreach activities to promote the use of the collections.

● Preference for a working knowledge of one or more non-English languages; particularly Japanese, Chinese, Russian, or Polish, with other additional languages desirable.

 

Librarian 2

● Experience with working with the public. Ability to assess, anticipate needs, and be a flexible problem solver, to work with the public with tact and patience.

● Highly effective written, oral, and interpersonal communication skills, with the ability to address customer expectations for a wide variety of audiences.

● Commitment to special collections and archives research services, including a keen

interest in promoting the research use and appreciation of rare and primary source materials.

● Demonstrated commitment to special collections and archives research services, including a keen interest in promoting the research use and appreciation of rare and primary source materials.

● Experience with library circulation and archival collection management systems.

● Established understanding of the principles of archival and library theory, practice, standards, and proper handling of unique and fragile materials.

● An in-depth understanding of use agreements and/or conditions of use, as well as familiarity with legal and intellectual property issues related to archives and special collections.

● Demonstrated ability to organize and prioritize work, with strong project management skills and the ability to use considerable judgment and initiative.

● Ability to be organized, productive, and effective in a fast-paced and dynamic environment, with the capacity to engage with others to identify challenges/opportunities and work collaboratively on solutions.

● Effective at meeting deadlines, adjusting priorities, and working on multiple projects simultaneously.

● Collaborates with Library & Archives staff and the larger Stanford community on education and outreach activities to promote the use of the collections.

● Preference for a working knowledge of one or more non-English languages; particularly Japanese, Chinese, Russian, or Polish, with other additional languages desirable.

 

PHYSICAL REQUIREMENTS*:

● Perform desk-based computer tasks.

● Frequently twist/bend/stoop/squat, grasp lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 15 pounds.

● Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).

● Occasionally use a telephone, operate hand controls.

● 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.

*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.

 

WORKING CONDITIONS:

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

● Travel locally and cross-university.

 

WORK STANDARDS:

● Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and 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, http://adminguide.stanford.edu.

 

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.