University of Minnesota Libraries seeks Administrative Associate 1

The University of Minnesota Libraries is hiring a Administrative Associate 1. This is a 2 year temporary position that plays a key role in managing general operations and providing administrative and collections support for the Upper Midwest Literary Archives, the Performing Arts Archives, the Givens Collection of African American Literature, and Northwest Architectural Archives with support of other units as needed and appropriate. The Associate acts as a liaison to faculty, staff, students, and visiting researchers; serves as a representative for the unit and departments; reviews, develops, and manages departmental processes to maximize efficiency while adhering to University policy; and manages collections administration, access, and use.

Essential Functions or Job Duties

Collections Administration and Management 

• Participates in collections administration and management and oversees the execution of collections preservation and access.
• Serves as primary contact for collections administration involving Libraries Shipping, Facilities Management, the Wallin Research Center, Central Processing, student staff and other partners.
• Oversees collections processing, documentation, conservation, storage, and preservation.
• Organizes and directs the creation and maintenance of collections metrics and logistical information, including collections locations and basic information (accessions, accruals, size, status, needs, etc.), research/education use and impact; shelving and retrieval; special projects, etc.
• Collaborates with department leadership and administrative staff to develop collections priorities and planning; and share and optimize efficiencies and workflows for collections management and administration.
• Oversees and monitors web content in coordination with collections curators.
• Manages general office operations.
• Participates in unit administrative planning, including collections documentation and workflows; professional and student staff recruitment and onboarding procedures and documentation.
• Oversees and monitors web content in coordination with collections curators.
• Oversees the development of Collections reports, including data collection and content development; as well as special reporting with the Libraries Advancement team and other stakeholders.
• Provides general support to the curator for ad hoc projects and regular collections activities.
• Gathers and presents collections statistics and other data points.
• Reviews communications materials and other collections-related content, such as grant proposals, reports, and budgets.
• Manages documentation for exhibits and other special projects.
• Independently runs meetings with collections professional and student staff.
• Acts as a peer leader and mentor with professional and student staff and volunteers, and has the authority to provide day-to-day direction to student staff and volunteers.

Research Support 

• Serves as primary contact for Wallin Research Center/Reading Room staff.
• Coordinates and documents research and instruction appointments; ensures availability of needed collections and materials.
• Instructs patrons in the basic processes of gathering additional information to answer their inquiries; explain policies and procedures of use of archival materials and reading room/research visits.
• Responds to, directs, and performs appropriate collections research for faculty and other researchers.
• Manages collections use/loan/reproduction requests, permissions, and procedures.
• Assists with responding to inquiries from patrons by phone, in person, and correspondence (e-mail and post) using a wide variety of sources (original and secondary).
• Assists with coordinating instructional sessions with faculty and staff; retrieve materials needed for classes, and represent collections as needed.

Collections Services 

• In partnership with the curator, manage the administrative processes supporting collections research and access, including grant applications, budgeting, project management, effort certification and the compliant use of sponsored and restricted funds.
• Provide as-needed support to the curator in collections planning, instruction, outreach and engagement, and other projects.
• Manage collections related events.

Required Qualifications

• BA/BS or a combination of related education and work experience to equal four years.
• Advanced facility with office and communication technologies (spreadsheet, presentation and word processing software) including Google applications
• Excellent verbal and written communication skills 
• Ability to multi-task and track multiple simultaneous projects
• Demonstrated time and project management skills 
• Excellent interpersonal skills, including evidence of ability to work with a wide variety of individuals.
• Demonstrated commitment to practices related to diversity, inclusion, and equity.
• Experience in higher education and/or library setting.

Preferred Qualifications

• Experience managing archival and special collections administration, reference, and access in an academic setting
• Project management experience 
• Demonstrated problem solving skills
• Leadership/supervisory/management experience

About the Archives and Special Collections

The University of Minnesota Libraries’ Department of Archives and Special Collections (ASC) collects and preserves an amazing array of materials that support interdisciplinary research.  For more information visit: https://www.lib.umn.edu/collections/special

How To Apply

Applications must be submitted online.  To be considered for this position, please go to the University of Minnesota employment website and search for the position with the Job ID 342263.  You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-UOHR (8647).