Library Assistant

22-Nov-2024

Library Assistant

Harvard Library

67319BR

Job Summary

Information and Technical Services actively supports the teaching and research mission of the Harvard Library by managing monograph, serial and e-resource acquisitions, metadata creation, and metadata management for the Harvard Library.

As a member of the Acquisitions for the Professional Schools unit within the Electronic Resources & Serials Section under the supervision of the Associate Head of Serials & Continuing Resources, and reporting to the unit’s acquisitions manager, the incumbent provides timely access to Harvard Library collections by ordering, claiming, receipt and payment for materials in multiple formats and languages for some of the libraries supported by Information & Technical Services.

Priorities will be set to maximize contributions to the overall goals of the Information and Technical Services Department (ITS) of the Harvard Library. 

Staff may be called upon to apply their skills and/or receive additional training in order to contribute to work in other ITS units or teams as occasional, short term needs occur.

Position Description

• Places orders and manages renewals online and via other systems as appropriate for materials in a variety of languages and formats, following bibliographers’/selectors’ directives regarding materials and fund assignments.
• Acts as a liaison with other related library units within or outside the University.
• Processes shipments of new materials in a variety of formats, languages, and scripts, by receiving monograph and serial items, checking for accuracy and missing items, verifying accuracy of vendor invoices and issuing payments in online systems, paying careful attention to funding sources as designated by bibliographers and collection development librarians.
• Researches complex/variant bibliographic and related data in catalogs and online databases for the purpose of ordering, receiving and cataloging material and updating bibliographic information in library systems.
• Creates, edits and reviews bibliographic, holdings, and item records for material in all formats and multiple languages according to established guidelines, including creating prediction patterns for serial titles, as appropriate. 
• Works on resolution of complex order, receipt, invoice, bibliographic and holdings problems.
• Places orders for time-sensitive materials and follows up with priority processing, including expedited copy cataloging.
• Processes invoices using a variety of payment methods, including PCard, electronic funds transfers, and foreign wire payments, including any initial setup or maintenance of established vendors in the University procurement system.
• Initiates routine and special claims and takes other corrective action for problem titles as needed.
• Provides end processing for some serial items.
• Participates in monitoring acquisitions ticketing systems, including group email accounts
• May place standing orders.
• May run reports for bibliographers and collection development librarians and for the unit as needed.
• Secures public performance rights for classroom viewing and/or library presentations of DVDs at the point of order.
• Communicates with vendors, publishers, bibliographers and financial personnel; conducts professional correspondence when needed to solve problems or follow up on orders, including invoice payment issues.
• Participates in monitoring of vendor performance.
• Maintains the privacy of patron records and protects high risk/confidential information contained in University records.
• Serves as a principal source of information on established policies and procedures for library patrons and staff.
• Works according to changing daily priorities, demonstrates flexibility and the ability to shift between multiple tasks effectively.
• Suggests innovations and generates ideas for improving workflows and creating efficiencies.
• Serves as a principal source of information on the unit’s established technical/professional and administrative policies and procedures.
• Ensures responsible financial management, tracking expenses, and following Harvard University’s financial policies, procedures, and protocols. In partnership with HL Finance, ensure accountability and compliance with fiduciary requirements.
• May contribute to or oversee special projects, including documentation, training and statistics.
• May assist in hiring, training, scheduling and distributing work of other staff or student workers
• Assists with maintaining procedural documentation for the unit.
• Participates in unit-wide planning and implementation of new policies and procedures.
• Contributes to overall goals of the department as appropriate.

Basic Qualifications

• High school diploma or equivalent required
• Previous library or related work experience required, including skills with integrated library systems and online bibliographic systems.
• Familiarity with one European Language is required.
• Proficiency with Microsoft Windows operating system and Windows software required.
• Demonstrated facility with automated systems, including using online databases, working with spreadsheets and knowledge of file management techniques.
• Demonstrated experience using technology to perform daily tasks and solve problems.
• Must have excellent organizational, written communication and analytical skills.
• Competency in keyboarding.

Additional Qualifications and Skills

• College degree 
• Library acquisitions and basic cataloging or serials acquisitions and management experience 
• Facility with library systems such as OCLC and Alma 
• Proficiency working in a web-based environment including basic facility with web browsers.
• Work experience in a production-oriented environment 
• Excellent oral and interpersonal communication skills, allowing for collaboration with diverse groups, including library patrons and staff, and vendor sales and technical support representatives.
• Excellent English language communication skills.
• Working knowledge of additional foreign languages represented within the processing streams of the unit
• Ability to perform repetitive work accurately with fine attention to detail.
• Demonstrated commitment to equity, diversity, inclusion, belonging and antiracism.
• Excellent oral and written communication skills.
• Ability to work productively and cooperatively in a team environment, with flexibility and versatility, in an evolving work situation required.
• Ability to work independently to perform complex tasks and meet project deadlines.
• Commitment to being part of a continuous learning environment, updating skills as required to perform job duties.

Physical Requirements

• This position requires working at a computer workstation for extended periods of time, including keyboarding for up to six hours at a time
• Employee must be able to handle books and other library material, including moving and shifting these materials between workstations, shelves, book trucks and boxes.

Working Conditions

• The position is based on site in Cambridge, MA. There may be the opportunity for a hybrid work model compliant with Harvard University policies.
• Work location is responsive and subject to change based on business needs. Requests for flexibility will be considered consistent with Harvard University flexwork policies.
• The work associated with this position is performed in a library/office setting.
• May interact with collections that contain dust, mold, or other contaminants.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information

Typically, a new hire can expect a starting salary somewhere in the lower part of the range. The amount will vary based on the position and the candidate’s relevant experience.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only).

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Job Function

Library

Department Office Location

USA - MA - Cambridge

Job Code

403074 Library Assistant VI

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

053

Department

Information and Technical Services

Annual Salary Range

$55,806 - $ 87,169

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

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.  

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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