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

Posted March 2, 2015

Purpose / Role: The Evening Library and Program assistant position charged with primary responsibility for BPSI Building and Library security and management during BPSI’s evening programming, providing overall security, program, educational and library support.  An ideal candidate should have knowledge of library systems as well as experience with A/V and excellent skills working with the public. 

32 hours, Monday-Thursday, 3-10pm, Friday 1-5pm flexible depending on event schedule, occasional Saturday depending on event schedule.    

Primary Responsibilities:

Boston Psychoanalytic Society and Institute is a post-graduate educational institution with a 12,000 sf building with classrooms, Library and archives, holding evening seminars, meetings, and programs for the public and members.

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

  • Evening management and support of BPSI programs. Primary responsibility for evening building access and security, greeting and assisting visitors to BPSI’s Library , evening events/programs, classes, and meetings, providing A/V, website, educational and database assistance.

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, insure proper start and stop audio recording and monitor video recording for classes or programs as required.
  • Troubleshoot any A/V or equipment related difficulties.
  • Pre-events: help prepare or set up for any catering/take out delivery(s) including notice or drop off to recipient(s).
  • 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 Linking of syllabi to online journals. Ensure timely posting to web, accuracy and functionality of links. Coordinate with staff 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, collaborating with Librarian and 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, 22 hours Flex between remaining responsibilities, depending on current projects and deadlines of the organization.

Requirements

Specialized skills:

  • Knowledge of Mandarin OASIS.
  • Familiarity with Library systems and cataloging. (Circulation and cataloging training can be provided).
  • Strong interpersonal and technical skills.
  • Knowledge of Microsoft Office Suite and WordPress.
  • Experience with and working knowledge of A/V and IT equipment.
  • Comfort with evening building security management.

Qualities:

  • Strong Interpersonal, Communication skills
  • Works independently, self-starter, with initiative and drive
  • Detail orientated, diligent in follow through and execution
  • Excellent deadline and detail management
  • Team collaborator
  • Creative Problem Solver, Self-Starter

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 web team, and other staff.

Application

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