Temporary - Special Collections Coordinator

Company: Colgate University

Job Location: Hamilton, 13346

Category: Libraries

Type: Adjunct/Part-Time

Division: Dean of the Faculty

Department: Library - Special Collections

Hiring Wage/Salary Range: $16.00 / hour

Department Statement: Colgate University is a special place to work and offers many unique opportunities, including the ability to work with and among world class faculty and staff at a highly selective residential liberal arts institution. This position provides an opportunity to become familiar with the variety of regular positions that are available at the University, as well as the ability to add employment at a distinct University to your resume. Successful candidates for this position will earn sick leave, paid time off, free parking, and a University 'Gate Card that provides access to fitness facilities, athletic and cultural events, as well as a discount on many items at the University Bookstore. This type of appointment is not approved to work more than 999 hours per year for all positions combined. Should incumbents work more than a total of 999 hours in a year the appointment may not continue beyond one year of service.

Accountabilities: The Special Collections Coordinator staffs the front desk of the Special Collections and University Archives (SCUA) department, supervises the reading room and researchers' use of materials, and provides overall administrative support for the department including managing the reading room and duplication requests. To aid the department in establishing greater intellectual and physical control of the items housed in SCUA, the position participates in the physical arrangement, description, and housing of archival and manuscript materials and assists in assessing the physical condition of materials for preservation. Additionally, the position will assist with general collections maintenance, research inquiries, and departmental events and special projects. Responsibilities include, but are not limited to:

• Staff the SCUA front desk, including answering the phone, taking messages, greeting visitors, and helping researchers complete the registration process and be informed about SCUA policies and procedures.
• Assist in the supervision of student employees.
• Manage the reading room during open hours and oversee researchers' use of materials in accordance with SCUA policies.
• Retrieve and re-shelve collection materials.
• Manage the fulfillment of reproduction requests in analog and digital form, including coordinating payment if necessary and transmitting completed orders to researchers.
• Digitize SCUA collection materials in accordance with departmental standards and procedures.
• Participate in quality control for digitization projects.
• Create basic metadata to describe digitized materials in accordance with relevant metadata standards.
• Prepare requisitions for, disburse, and maintain departmental supplies, including call slips, registration books, and reading room supplies.
• Work with the other members of the Special Collections and University Archives department to ensure the security of the collections and protect private and confidential information.
• Participate in arranging, describing, and rehousing archival collections and other historical materials.
• Support the department in answering research inquiries.
• File materials and perform general office maintenance and data entry.
• Assist with general collections' maintenance and help manage physical space needs.
• Assist with departmental outreach events and participate in special projects as assigned.

Professional Experience/ Qualifications: Demonstrated ability to effectively utilize university productivity applications, especially Microsoft Office software and Google Suite software. Demonstrated ability to create a welcoming environment for visitors. Excellent communication skills (written and oral). Strong organizational skills and attention to detail. Ability to work independently and collaboratively.

Preferred Qualifications: Experience working in an archives or special collections library setting. Experience in the digitization of archival or special collections materials. Knowledge of and/or working experience in arranging and describing archival and manuscript materials. Knowledge of handling special collections materials.

Education: Associate's degree, or a combination of education and experience from which comparable skills are obtained is required.

Physical Requirements: Ability to lift and shelve boxes weighing up to 40 pounds with or without reasonable accommodations.

Requisition Number: 2025CW038Posting

Temporary: Yes

Work Schedule: 20 hours per week from October 1st, 2025 through June 26th, 2026.

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