Library Assistant, Harvard University, (Cambridge, MA)

Posted November 26, 2024

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.

Annual Salary Range: $55,806 – $ 87,169

How to Apply:

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