Cataloger of Special Collections (term limited)

This is a full-time four-year term limited, benefits eligible position.

Reporting to the Head of Technical Services of the Schlesinger Library, the Special Collections Backlog Cataloger works within a newly reimagined technical services unit that unites archival technical services with books and published materials. In an environment that supports a cohesive, integrated program for processing, cataloging, acquisitions, and metadata management across all formats, the incumbent will focus on intensive cataloging and metadata creation for books, serials, and ephemera identified as part of a four-year backlog remediation initiative. 

The Cataloger will oversee the backlog cataloging project, using project management skills to plan and manage workflow work so that cataloging and description goals are met within the defined project period. The position emphasizes advanced cataloging, original and complex copy cataloging according to current standards and best practices, and the creation, enhancement, and maintenance of high-quality metadata to support discovery and access. The Cataloger will collaborate closely with colleagues responsible for archives and other formats and will help refine workflows and local practices related to special collections cataloging. 

This position is grounded in a user-centered approach to technical services, recognizing that cataloging and metadata creation are essential to enabling access, discovery, and engagement with special collections. 

Job-Specific Responsibilities:

Cataloging and Metadata Creation

• Perform original and complex copy cataloging for rare and special collections materials in a variety of formats, adhering to current national and international standards (e.g., RDA, DCRM(B)/DCRMR, LCNAF, LCSH).

• Create, enhance, and maintain high-quality bibliographic and authority records in the ILS (Alma) and OCLC Connexion.

• Create original cataloging in OCLC for various library materials in multiple languages and subject fields according to current metadata content and structure standards.

• Perform serials bibliographic cataloging and create detailed holdings records, often from multiple workflows, following CONSER guidelines.

• Perform complex copy cataloging in all subjects collected by the library, including materials in Romance and other languages.

• Ensure accurate recording of provenance, bindings, copy-specific details, and other unique characteristics of rare materials in bibliographic and holdings records.

• Record detailed copy-specific physical description and provenance information following established practices for holdings records in the library’s Alma system for all items cataloged.

• Perform MARC record maintenance in the local catalog and OCLC Connexion to ensure accurate holdings by correcting errors; updating and enhancing records; reconciling discrepancies; and reporting duplicates.

• Conduct subject analysis and research to verify and support authority records, following national standards and local practices.

• Contribute to the development and refinement of scalable metadata workflows that support discovery and access for rare and special collections materials.

• Contribute to local metadata policies and best practices for rare and special collections materials, including approaches to inclusive, reparative, and community-informed description where appropriate.

Project and Workflow Planning

• Within the established four year backlog plan, develop and maintain work plans and timelines that prioritize cataloging and metadata creation and ensure steady progress toward project goals.

• Follow established priorities and workflows for processing and cataloging special collections published materials such as books, pamphlets, and serials.

• Track and adjust individual workload in consultation with the Head of Technical Services to meet agreed-upon targets and deadlines.

• Provide feedback on cataloging workflows, tools, and documentation, suggesting practical improvements to enhance efficiency, consistency, and scalability.

• Work closely with the Head of Technical Services and other colleagues to ensure that individual cataloging work aligns with unit-wide policies, priorities, and standards.

• As assigned, offer task-specific training and day-to-day guidance to student workers supporting backlog-related cataloging activities.

• Maintain clear, thorough documentation of cataloging decisions, local practices, and workflow refinements related to rare and special collections materials.

Supervisory Responsibilities

• May supervise the work of student employees, interns, and/or contingent staff assigned to the backlog project.

• Carries out supervisory responsibilities for these staff in accordance with Institute/University policies and procedures, including assigning and scheduling work, providing training and day-to-day guidance, and monitoring work quality and productivity.

Working Conditions:

• Work is performed primarily in a temperature-controlled office and library environment, including staff offices, processing areas, and collection storage spaces, with some exposure to dust and mold when working with collections.
• Work format is primarily on-site at the Cambridge, MA campus, with occasional remote work in accordance with Institute/University policies and departmental needs.

Physical Requirements:

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit at a desk and work on a computer for extended periods, including tasks requiring repetitive use of hands (e.g., keyboarding, mouse use, and handling materials).
• Visual acuity and manual dexterity sufficient to read and handle rare materials safely and to work at a computer for extended periods.
• Ability to lift and carry materials up to 40 pounds and to push and maneuver fully loaded book trucks or carts.
• Ability to climb ladders and use stepstools to retrieve and reshelve materials, and to work in stacks and storage areas that may require bending, reaching, standing, and walking.
• Additional physical and mental requirements may not be listed above but are inherent in performing the position’s essential functions.

Qualifications

Basic Qualifications:

• ALA-accredited MLS/MLIS or an advanced degree with relevant, substantial research library experience in special collections.

• Three or more years of successful professional experience in cataloging special collections materials, including:

  • Cataloging rare books and/or special collections materials, including original and complex copy cataloging.
  • Knowledge of cataloging and classification practices, standards, and schema such as MARC, RDA, AACR2, LCSH, and Program for Cooperative Cataloging standards (CONSER, NACO, SACO).
  • Knowledge of integrated library systems (Ex Libris Alma preferred) and bibliographic utilities (OCLC Connexion).

• Strong analytical and problem-solving skills, including the ability to evaluate and adapt cataloging workflows and propose practical, creative solutions.

• Excellent written and oral communication skills, with the ability to work both independently and collaboratively with colleagues across departments.

• Ability to identify basic preservation and conservation issues related to printed materials.

Additional Qualifications and Skills:

• Reading knowledge of at least one non-English language; proficiency in a second and third language strongly preferred.

• Ability to work both independently and collaboratively in a team environment and to interact effectively with a broad variety of personnel within and outside of the department.

• Experience contributing to large-scale cataloging, metadata, or backlog reduction projects.

• Ability to contribute to the development, testing, and documentation of cataloging or metadata workflows, with an interest in experimenting with new approaches and refining existing processes.

• Experience with automated methods to improve or enhance metadata at scale.

• Demonstrated interest in or experience with inclusive, reparative, or community-informed description practices in special collections.

• Experience directing or guiding the work of student employees and/or temporary staff.

Additional Information

• Appointment End Date: Four years from start date
• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Employment.
• Cover Letter: Please note that cover letters are required for every application for a position at the Radcliffe Institute. Please combine your cover letter and resume into a single document that is uploaded when you are instructed in the application.
  
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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• Generous paid time off including parental leave 
• Medical, dental, and vision health insurance coverage starting on day one 
• Retirement plans with university contributions 
• Wellbeing and mental health resources 
• Support for families and caregivers 
• Professional development opportunities including tuition assistance and reimbursement 
• Commuter benefits, discounts and campus perks 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.