The Research & Instruction Services Coordinator engages with faculty, staff, students, and external researchers of Archives & Special Collections. This position provides specialized research consultation, instruction, and outreach activities to support scholarship and research that uses the archival, special, and digital collections held by the University Library. The Research & Instruction Services Coordinator oversees the core public services of the unit that directly affect daily service to patrons of Archives & Special Collections. The Research & Instruction Services Coordinator is the first point of contact for all researchers, manages the operations of the Norman F. Martin, S.J. Reading Room, collaborates with faculty to deliver classroom instruction sessions, facilitates timely access to collections, and provides excellent customer service.
The Department of Archives & Special Collections administers the original and unique research materials held by the University Library, including the historical records and scholarly output of Santa Clara University as well as the rare books and other research collections acquired to support the University's mission since its founding by Jesuits in 1851. Our collections focus on areas relevant to the University's role as a Jesuit, Catholic university in the heart of Silicon Valley and as the oldest operating institution of higher learning in California, with a history integrally connected to Mission Santa Clara, one of California's original missions.
Essential Duties and Responsibilities
1. Research & Instruction Services (75%)
Performs both in-person and virtual personalized research consultations and in-depth research assistance for researchers seeking access to the department's archival, special, and digital collections, in accordance with the A&SC Access and Use Policy.
Provides personalized classroom instruction to students on the care and handling of rare books and archival materials, using finding aids, the institutional context of archival and special collections materials, and the relationship between the collections and the repository.
Collaborates with faculty and subject librarians to select materials for classroom instruction, prepare oral and/or written context for these materials, and design and deliver instruction sessions that meet learning objectives.
Creates and maintains instructional support tools, such as online research guides (LibGuides), tutorials, and/or other digital learning objects for archival, special, and digital collections to serve students, faculty, staff and community research needs.
Receives and responds to all A&SC research inquiries, digital image requests, license agreements, and outgoing loans of materials, and monitors the department email inbox.
Makes recommendations to improve on-line descriptions of catalog records, finding aids and digital collections based on interactions with researchers and students.
Schedules the Norman F. Martin, S.J. Reading Room desk (24 hours per week), coordinating the scheduling and training of full-time staff and students; serves on the desk an average minimum of 6 hours/week; and acts as primary backup.
Responds to and fulfils requests from the Office of the Registrar for access to student records; ensures compliance with Federal, State, and local confidentiality requirements.
Maintains the Martin Reading Room calendar; schedules research appointments, class visits, and special events.
Tracks, organizes and maintains departmental statistics for Research & Instruction Services functions.
Recruits, trains, and supervises student assistants to monitor the Reading Room and to assist with research requests; maintains weekly schedules.
Develops, maintains, and updates training materials, such as the Reading Room Monitor and Research Assistance manuals.
2. Outreach (20%)
In collaboration with stakeholders, develops clear and concise content for websites, social media networks, biogs, print materials, and/or press releases.
Updates and adds content to the Archives & Special Collections web pages using CMS tools.
Coordinates the creation of content for printed materials pertaining to areas of responsibility.
Give tours of the department and gallery and conducts outreach events for community groups interested in learning more about the department's collections.
Opens and closes the Martin Reading Room and the adjacent exhibition Gallery.
3. Other duties as assigned, including but not limited to the following (5%):
Chair or serve on library committees or project teams, as appropriate or assigned.
Contribute to planning and goal-setting in Archives & Special Collections
As appropriate, assist with planning and coordinating department special events and receptions.
1. Recommends initiatives and implements changes to improve quality and services. 2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. 3. Maintains contact with customers (library staff) and solicits feedback for improved services. 4. Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
5. Researches and develops resources that create timely and efficient workflow. 6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. 7. Prepares and submits reports as requested and required. 8. Develops and implements guidelines to support the functions of the unit.
Provides Work Direction
Recruits, trains, and supervises, and evaluates student assistants to monitor desk and provide reference services.
May receive work direction or training from University Library colleagues within and external to the unit.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable Jaws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Ability to lift up to 40 pounds of material, manage carts filled with books and other materials, and move and rearrange furniture.
Must be able to move large quantities of materials for classes or during major shifting or collection management projects.
Spends considerable time at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May occasionally be required to travel to outside customers, vendors, or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office and computer lab environment, mostly indoors with windows.
Vault storage space is underground (partially), kept at a temperature of approximately 65 degrees Fahrenheit and 55% relative humidity, and has multiple HVAC units that regularly generate equipment noise.
Public reference desk may have frequent interruptions.
May require occasional work in the evening or on a weekend to support departmental events.
Bachelor's degree and at least 2 years working in a library or archives setting, including at least one year of relevant experience working with archival or rare materials; equivalent coursework in archival theory and practice (i.e. coursework toward a master's degree); or an equivalent combination of education and experience.
Aptitude for or experience providing public or reference services in a library or archival setting.
Aptitude for or experience with handling and preserving archival and special collections materials.
Aptitude for or experience collaborating with faculty or other instructors to develop and deliver instruction sessions using archival, special, and/or digital collections.
Aptitude for or familiarity with MARC , EAD , or Dublin Core formats; basic knowledge of searching or using library databases; knowledge of basic library cataloging.
Excellent interpersonal skills and ability to establish and maintain effective working relationships with coworkers, students, faculty and staff, potential donors and other patrons.
Excellent verbal and written communication skills.
Familiarity with library operations and the ability to apply prior experience to new and/or different situations.
Excellent organization and time management skills; ability to work independently and collaboratively as part of a team.
Expertise in using online library systems and searching online and print information resources, including databases and Internet sources.
Competence with web authoring software and/or content management software; experience designing and developing web pages; ability to create instructional support tools (LibGuides, tutorials, digital learning tools, etc.).
Ability to effectively use productivity software such as Microsoft Office Suite or Google Education Suite.
Flexibility; ability to work in dynamic, rapidly changing environment.
Ability to work independently and collaboratively.
Experience supervising student assistants or other hourly or casual employees.
Education and/or Experience
2 years of experience working in a library or archives setting, including at least one year of relevant experience working with archival or rare materials; equivalent coursework in archival theory and practice (i.e. coursework toward a master's degree); or an equivalent combination of education and experience.
Hiring Range: $23.69 - $27.23 hourly; commensurate with experience
Santa Clara University, a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offers its more than 8,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees. Distinguished nationally by the fourth-highest graduation rate among all U.S. master's universities, California's oldest operating higher-education institution demonstrates faith-inspired values of ethics and social justice.