Special Collections and University Archives Assistant (LA IV)

Job Summary:Under the supervision of the Head Librarian, Special Collections & University Archives, oversee public services in the Donohue Rare Book Room.

Full Job Description:

Public Services:

  • Oversee reading room registration, rules, and security.
  • Provide general orientations and instruct users in the proper handling of special collections materials.
  • Page materials for use in the reading room.
  • Open and close the reading room as necessary.

Reference, Instruction and Outreach:

  • Answer directional, informational, and basic reference questions.
  • Assist users in the use of the library catalog and other information resources.
  • Perform digitization duties to support remote research queries.
  • Maintain departmental use statistics and create reports.
  • Facilitate instruction requests and coordinate the department teaching calendar.
  • Support librarians in preparing for classroom instruction, and assist during sessions as needed.
  • Assist librarians with research queries, for onsite and remote users.
  • Promote and highlight collection materials through social media, blog posts, online research guides, and other platforms. 
  • Represent the department at library and campus outreach events.


  • Perform a range of activities supporting acquisition of materials (e.g., pre-order searching, assisting with ordering titles, receiving, and tracking materials until cataloged).
  • Perform duties related to stacks supervision, shelf-reading, reshelving, and carrying out stack shifts.
  • Facilitate the movement and tracking of collection materials as they are digitized for inclusion in the library’s Digital Collections.
  • Assist with the creation of metadata in support of Digital Collections.
  • Assist librarians with exhibitions preparation.
  • Assist the University Archivist with accessioning, processing, and creating finding aids.

Department support:

  • Use basic common computer applications for word processing, spreadsheets, databases, Web browsers, and email.
  • Monitor department email and LibAnswers account and reply as appropriate.

Student Worker Supervision:

  • Supervise library student assistants and department interns.


Education & Experience:

Equivalent of 3 years performing work relevant to the position in a college, university library (preferred) or public library. Four years of higher education (120 units) or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

●      Experience working with the public.

●      Ability to work accurately with attention to detail.

●      Use discretion in applying rules, regulations, and procedures.

●      Works collaboratively with others.

●      Demonstrated computer literacy with word processing, spreadsheets, databases, and communication software such as email.

●      Demonstrated interpersonal and organizational skills.

●      Able to apply judgment in choosing procedures and evaluating alternatives.

●      Demonstrated ability to perform detailed tasks accurately and efficiently.

●      Possess strong communication skills.

●      Exhibit strong analytical and problem-solving skills.

●      Knowledge of or ability to learn Library of Congress call number systems, metadata schemas, and description standards.

●      Ability to work independently and as part of a team.

●      Commitment to values of diversity, equity, and inclusion.

 Desired/Preferred Knowledge, Skills, and Abilities:

●      Experience in the handling and use of rare and unique materials in a library setting.

●      Knowledge of preservation best practices for special collections and archival materials.

●      Experience with ArchivesSpace or other collection management platforms.

Physical Requirements:

●      Perform desk-based computer tasks.

●      Work with books and archival records that may be dusty.

●      Occasionally reach/work above shoulders.

●      Must be able to push and maneuver a fully-loaded booktruck.

●      Ability to lift 40 pound boxes or bundles.

Full-Time/Part-Time: Full time

Pay Rate: Hourly

Link to Apply: https://usfca.wd5.myworkdayjobs.com/USF_Staff/job/USF-Hilltop-Campus/Special-Collections-and-University-Archives-Assistant–LA-IV-_R0004900