Special Collections Coordinator


Position Title

Special Collections Coordinator


Carl S. Swisher Library


Full Time/Non-Exempt

Position Summary

This position is one of four positions that are responsible for all service and clerical duties required in the operation of the library’s circulation desk as a public service to students, faculty, and other users. In addition, this position is responsible for the maintenance of the Jacksonville University Archives and Special Collections. 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.

Essential Job Duties

  • Evaluates and maintains the current specialized collections that consist of: Corse Collection, 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, submit reports, and undertake 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 collection.
  • 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 in order to provide maximum quality service to library users.
  • Staffs the circulation desk; explains policies and procedures; checks out and checks 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; provides assistance with equipment to users; refers questions beyond training to a professional librarian.
  • Assists in the training and supervision of student assistants in shelving of materials and shelf-reading as well as circulation student assistants; assumes responsibility for maintaining the order and appearance of the circulation collection and all areas of the library.
  • 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, which 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 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.

Special Skills

  • Strong computer skills, ability to learn and stay up to date with new technologies

  • Customer service skills

  • Organization skills

  • Strong attention to detail

  • Willingness to maintain skills through active participation in continuing education opportunities

  • Strong and concise writing skills

  • Ability to communicate effectively with both technical and non-technical users

  • Experience CONTENTdm as well as scanning, digital photography and related software (Adobe Acrobat Pro, Adobe Photoshop, VueScan) preferred but not required.

Work Conditions

  • Primarily indoor office environment with exposure to dust and mold.

  • 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.

Physical Requirements

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

Prerequisites Required for Position

Minimum Education Requirement

  • Bachelor’s degree or significant 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.

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


Interested applicants, please send all materials to libraryjob@ju.edu