Evening Library and Education Program Assistant, Boston Psychoanalytic Society and Institute, Newton, MA

Primary Responsibilities

Boston Psychoanalytic Society and Institute is a post-graduate educational institution with 12,000 sf of classrooms, Library and archives, in a newly renovated building.  BPSI’s active educational events include evening teaching seminars, a variety of academic meetings, and programs for the public and BPSI members.

The Evening Library and Education Program Assistant will have Primary responsibility for:

• Evening management and support of BPSI programs.  This includes managing access to the building in the evening, implementing and following security protocols, greeting and assisting visitors to BPSI’s library, evening events/programs, classes, and meetings. This position will also be responsible to provide A/V, website, educational and database assistance as requested.

Security, A/V, and Building Management

• Monitor and oversee access to building.
• Assist guests in navigating the building.
• Provide help with AV, internet access, copier, and printers for visitors.
• Set up, ensure proper start and stop audio recording and monitor video recording for classes or programs as required.
• Troubleshoot any A/V or equipment related difficulties.
• Post-event: wrap and put away any remaining food items, ensure that all rooms are clear of any dishes, food, drinks, food boxes/wrappers, trash.
• Make sure all windows are secured and building is locked and alarmed at the end of the evening.

Library and Archives

Without compromising security responsibilities, serve as evening library manager:

Desk and Circulation

• Assist Library Patrons to check books in/out in Mandarin Oasis catalog; re-shelve; follow up on book returns.
• Assist members and public with various library and Institute inquiries. Respond to reference and research requests by phone, email and in person.
• Perform reference and bibliographic searches for patrons. Find and copy/mail or scan/email articles, book chapters etc. Process interlibrary loan requests.
• Collect copying, scanning, and other library services fees keeping record of article requests and payments.

Process incoming items to Library/Archives, including purchased and donated materials.

• Catalog books and materials (enter into Oasis) attach spine, label, barcode, book card.

Psychoanalytic Electronic Database (PEP Web)

• Provide weekly tech support and search assistance with BPSI accounts.

Archival projects in collaboration with Archivist.

• Transition archival finding aids to XML format.
• Convert and back-up audio records, to production, and process archival collections.
• Assist in supervision of archival interns.

Education Program Assistant

Course Syllabi and Reading List Management

• Lead collection of syllabi and learning objectives from instructors in all education programs, and the linking of syllabi to online journals. Ensure timely posting to web, accuracy and functionality of links. Coordinate with staff/faculty team to execute any other steps necessary to complete process for each course. Confirm that relevant staff receives completed syllabus files.

Continuing Education

• Lead responsibility for managing execution of on-line Continuing Education evaluations

Web and Database Team

• Serve as web and database assistant, responsible for maintaining accurate and up to date content postings to the Member and Library sections of BPSI Website including committee calendars, and in collaboration with Librarian and internal Web staff.
• Proactively review website to ensure out of date content has been moved or removed.
• Serve as lead in data bases across organization reflect changes and updates. These include:  Peachtree, P-e-P, Access, Constant Contact, Donor Perfect etc.  Assist in DonorPerfect management.  Populate, maintain and update BPSI roster.
• Oversee and maintain accuracy of rosters for each membership category ensuring information is edited in a timely basis and kept up to date.
• Work with Oasis and other Library technology tools: Oxygen XML editor, Audiovisual editing and file sharing, OCR.
• Train end users in new technologies as required.

Time distribution:  Approximately 10 hours devoted to Library, 18 hours Flex between remaining responsibilities, depending on current projects and deadlines of the organization.

Specialized skills:

• Proficient with computers, iPads, printers, and instructions on varied software.
• Familiarity with Library collection, systems, and cataloging. (Circulation and cataloging training can be provided).
• Strong interpersonal, creative, and technical skills.
• Knowledge of Microsoft Office Suite and WordPress.
• Knowledge of Donor Perfect or other relational database desirable.
• Experience with and working knowledge of A/V and general IT equipment.
• Comfort with evening building security management.

Qualities:

• Strong interpersonal and communication skills.
• A self starter with the ability to work independently, and exhibits initiative and drive.
• Detail oriented and diligent in follow through and execution.
• Ability to prioritize and manage multiple projects while meeting deadlines.
• Collaborative team player.
• Creative, resourceful problem solver.

Reporting Relationships  

• Report to Managing Director.
• Report to Librarian/Archivist for direct library responsibilities.
• Take direction and assignments from Senior Administrator and Director of Continuing Education.
• Collaborate with internal web team, BPSI staff, and BPSI faculty.

Application

• Send letter of interest, CV, and salary requirements to Olga Umansky, Librarian in c/o [email protected]