Job Information
Philadelphia Museum of Art Collection Services Specialist in Philadelphia, Pennsylvania
We Are Committed to an Inclusive Workplace
At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.
We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.
How You Will Contribute
The Collection Services Specialist facilitates the acquisition of library resources, is responsible for all aspects of collection management, circulation, interlibrary loan, and actively participates in library liaison work including reference, instruction, and departmental outreach .
Specifically, you will:
Assist in identifying and recommending materials to be added to the library collection, from purchases of books, interlibrary loan and electronic resources to gifts and donations
Order books and e-resources
Be responsible for all aspects of the interlibrary loan process; manage and implement EZBorrow and OCLC interlibrary loan (ILL) programs: process, receive, pack, and ship incoming and outgoing requests; send pickup, overdue, and recall notices; complete scanning for copy requests; coordinate the replacement of lost or damaged library materials; order shipping supplies; maintain records and statistics.
Serve as the library’s ILL representative to PALCI and OCLC, answer requests from member libraries.
Create, maintain and adhere to interlibrary loan documentation; maintain and adhere to the current collection development policy and procedures for acquisitions, materials review, and other procedures related to collection services.
Prepare acknowledgement letters and documentation when needed for gifts/donations and maintain vendor relations.
Monitor and track budget expenses.
Maintain, manage, and optimize space allocations across all library and archives collection areas, such as inventory projects, weeding, shifting, paging, shelving, cleaning and stacks maintenance.
Coordinate the use and conservation of non-circulating, rare, medium-rare and special collections materials.
Responsible for maintaining reading room equipment, such as microfilm readers and scanners.
Coordinate the pickup of withdrawn and unneeded library materials with book dealers.
Retrieve requested items from off-site storage.
Complete scanning for reference requests from outside researchers.
Administer and manage the library@philamuseum.org and i (ill@philamuseum.org) ll@philamuseum.org accounts.
Participate in outreach initiatives, including social media, creating displays, installations of materials for Reading Room, and other outreach efforts.
Train and inform patrons about library and archives services and activities .
Public service desk duties as needed.
Perform other duties as assigned.
Your background and experience include:
BA/BS
Demonstrated ability in maintaining records and data in various information, library, and other content management systems
Strong organizational and project management skills
Ability to work independently and in a team environment
Ability to interact pleasantly, constructively and cooperatively with library patrons and staff
Position and Compensation Details
The hourly rate for this position is $27.43.
This position is full-time, non-exempt, and 35 hours per week.
This position is part of the AFSCME Local 397 bargaining unit.
This position reports to the Arcadia Director of the Library and Archives.
Physical requirements:
Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
Institutional Requirements
Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
Maintains confidentiality.
Adheres to all museum protocols, procedures, rules, and policies.
Application Timeline
Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.
What We Offer
Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
Free general admission to the museum for you and your immediate family
Discounted guest tickets for admission
Discounts on gift memberships
Special staff tours and presentations from our curatorial and conservation teams
Discounts at the museum restaurant, museum cafés, and museum retail and online stores
We offer a comprehensive benefits package for employees* including:
Medical, dental, and vision benefits
Fully paid short-term disability insurance, long-term disability insurance, and life insurance
Health savings or flexible spending account program
Retirement savings program with museum match
Paid vacation, personal days, sick days, and holidays
*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.
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