Special Collections Coordinator


Position Title

Special Collections Coordinator


Swisher Library

Position Reports to

Director of the Library 

Effective Date

May 15, 2024


Full Time/Exempt

Job Summary

Reporting directly to the Library Director, the Special Collections Coordinator is responsible for all aspects of the library’s University Archives and Special Collections, both in tangible and online formats. The special collections coordinator oversees the day-to-day activities of the archives department by providing research, digitization of collections, web presence content, and preservation of materials

Supervisory Responsibilities



  • Evaluates and maintain the current specialized collections that consist of Core Collections, Delius
    Collection, Digital Collections, Hoskins Collection, Treasure Collection, and University Archives.
  • Expands the digital collections using digital imaging equipment, file uploads, administers digital content
    hosting platforms, and develops the institutional repository.
  • Creates web content, outreach materials, and exhibits promoting the collections.
  • Attends campus committee meetings, submits reports, and undertakes special projects.
  • Seeks out, writes, and submits grants to help support the library’s mission.
  • Supports research requests from departments, faculty, and external researchers.
  • Assigns and creates metadata to electronic records; indexes material as needed.
  • Files and organizes all new additions to the university archives and special collections.
  • Preserves and repairs rare and valuable materials.
  • Keeps current with and applies advances in archival and digital preservation.
  • Learns the circulation module of the library’s automation system to provide maximum quality service to
    library users.
  • Staff the circulation desk; explain policies and procedures; check out and check in circulating and reserve materials.
  • Works with the user in solving problems relating to circulation policies and procedures; recommends changes to circulation policies and procedures when necessary.
  • Provides limited assistance to library clients on the use of the automated catalog and indexes in both electronic and paper formats; directs users in locating materials; assists with equipment to users; refers questions beyond training to a professional librarian.
  • Trains, supervises, and evaluates, student assistants assigned to Archives and Special Collections. 
  • Records statistics as necessary.
  • Performs opening and closing procedures including preparing the equipment and facilities for the day when working the morning shift or weekend shift; closes the library and secures the building including shutting down equipment and the facilities for the night when working the evening or weekend shift.
  • Responsible for the library in conjunction with other library assistants in the absence of the circulation
    manager or a librarian. This includes notifying Campus Security in case of problems or the need to
    evacuate the building during an emergency.
  • Becomes familiar with the purpose and routine of other areas of public services; relieves personnel in these areas when needed.
  • Reports in writing about unusual incidents or violations of regulations to the Circulation Services Manager or other professionals on duty or to the Director of the Library.
  • Performs other duties as assigned.

Required Skills/Abilities

  • Strong computer skills, ability to learn and stay up to date with new technologies.
  • Archival Studies coursework or documented museum experience.
  • Strong attention to detail.
  • Willingness to maintain skills through active participation in continuing education opportunities.
  • Strong and concise writing skills.
  • Critical thinking and independent judgment skills.
  • Experience using CONTENTdm, as well as scanning, digital photography, and related software (Adobe Acrobat Pro, Adobe Photoshop, Vue Scan), preferred but not required. 

Education, Certificates, Licenses, & Experience

Minimum Education Requirement:

  • Bachelor’s degree and relevant experience.

Minimum Work Experience:

  • Previous experience in a library, museum, or archive.

Preferred Qualifications:

  • Previous experience with material preservation and digitization, previous experience using professional grade photography equipment, previous grant writing experience.

Physical Requirements

  • Must be able to lift and carry equipment and materials weighing up to 40 lbs.
  • Must be able to bend, stoop, and reach.
  • Must use a computer keyboard and other office/library equipment.
  • Must have vision to read print on paper or screen.
  • Must have hearing to communicate in person or on the phone

Work Conditions

  • Primarily indoor office environment with exposure to dust and mold.
  • This is a full-time position, scheduled to work 5 days a week.
  • Hours are scheduled based on staffing needs during library operation hours and may vary between 7:00am-midnight, Sunday-Saturday. Staff are expected to regularly work evening and weekend shifts. Schedules may vary each semester.
  • This is an onsite position. Remote work options are not available.

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interesed applicants are asked to submit a resume, cover letter, list of references, and completed JU Application to Joshua Savage at libraryjob@ju.edu.