Special Collections Move and Stacks Coordinator

University of Virginia•Charlottesville, VA

1d•$47,000 - $50,000•Onsite

About The Position

The University of Virginia Library seeks a Special Collections Move and Stacks Coordinator to plan, coordinate, and oversee the relocation of a large and complex collection of rare and archival materials within the Albert and Shirley Small Special Collections Library over two and a half years. Working under moderate to limited supervision, the Coordinator also provides daily advanced operational and technical support for special collections access and preservation. The role coordinates the library’s collections management program and resolves non-routine operational issues within established procedures and professional practices. The Coordinator safeguards rare, unique, and high-value materials by maintaining rigorous security, location control, and documentation before, during, and after the move. The position works with public services and instruction staff to support continued collection access, research requests, and class use, and collaborates with Special Collections and Preservation staff, Library facilities and IT, vendors, contractors, and other stakeholders. This is a benefited, non-exempt, restricted position based fully on-site in Charlottesville, Virginia. The position has a term limit of two and a half years, with continued employment afterward dependent on department need and funding availability. The anticipated hiring range is $22.60–$24.05 per hour ($47,000–$50,000 annually), commensurate with experience.

Requirements

Bachelor’s degree, or relevant experience in lieu of a degree.
At least one year of library or collections management experience, such as special collections stacks management, inventory, or location control.
Ability to lift 40 pounds and push a full wheeled book cart.
Ability to navigate shelves and stacks that may be narrower than 3 feet wide and place or remove items on shelves up to 7 feet high with the aid of a stool.
Ability to tolerate dust and accurately read small print.
Background check required for new hires before employment.
Must not require immigration sponsorship now or in the future.

Nice To Haves

Experience in an academic library, archives, or museum, especially with rare books or manuscripts.
Ability to read handwritten cursive.
Experience with a collection move, shift, or large-scale inventory project.
Familiarity with library and archival systems, such as an integrated library system or ArchivesSpace, and Library of Congress classification.
Proficiency with Microsoft Office, especially Excel.
Knowledge of established practices for handling, storing, and preserving library, archival, and material culture collections.
Demonstrated experience working with databases or collection management systems.
Demonstrated ability to work independently, organize complex work, and coordinate with collaborators.
A valid driver’s license issued by a U.S. state or commonwealth, or willingness to obtain one upon hire for driving.

Responsibilities

Devise, document, and coordinate planning for the Vault collection move, including sequencing, space planning, and timelines.
Coordinate and oversee installation of new compact shelving in the stacks.
Oversee the physical collection move while maintaining collection control before, during, and after the move.
Identify and assign new locations for materials not selected for the new compact shelving.
Resolve non-routine operational issues arising during the move and escalate them as appropriate within established procedures.
Use Workflows, ArchivesSpace, Aeon, and Caiasoft to assign, update, and document item and container locations.
Maintain collection records, inventories, shelf lists, databases, and related documentation, and conduct location audits to verify accuracy.
Identify and correct location, labeling, and container discrepancies related to the move.
Apply established preservation practices to the safe handling, packing, transport, and shelving of rare books, manuscripts, and archival materials.
Maintain security and chain of custody for materials throughout the move.
Identify items requiring conservation attention or rehousing and refer them to Preservation staff.
Coordinate with public services and instruction staff to minimize disruption to collection access, research requests, and class use during the move.
Coordinate and collaborate with Special Collections and Preservation staff, Library facilities and IT, vendors, and contractors.
Supervise or direct temporary staff, student employees, or movers as assigned.