Head of Collections Control

Beinecke Library - Acquisitions & Collections Control

87810BR

University Job Title

Supervisor 4

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Library

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

344 Winchester Avenue
New Haven, CT 06511

Position Focus:

Yale University Library seeks an experienced manager to serve as the inaugural Head of Collections Control within the Acquisitions and Collections Control unit (ACCU) in Special Collections Technical Services (SCTS) at the Beinecke Rare Book and Manuscript Library. Reporting to the Associate Director of Acquisitions and Collections Control, the Head of Collections Control supervises a team responsible for logistics related to the tracking, movement, and physical management of special collections materials.

The Head of Collections Control has oversight of processes and workflows for all special collections materials entering SCTS at the Beinecke Library’s adjunct facility at 344 Winchester. This includes ensuring proper inventory control and storage, tracking collection items throughout their lifecycle, and coordinating routine transfers of printed and archival collection materials to and from 344 Winchester, including transfers to other Beinecke locations, Yale special collections repositories, and the Library Shelving Facility (LSF). Collections Control staff are also responsible for archival supply ordering and management, as well as housing, source marking, and plating relevant items. The Collections Control team most closely collaborates with Library Collection Services and Preservation and Conservation Services to ensure effective collections care and transfer, but also works with departments across the Beinecke and Library, including Public Services and Operations.

The incumbent will collaborate cross-departmentally to establish policies and best practices for physical processing, on-site shelving, and management of routine and specialized vendor transfers. They will implement systems and tools for enhanced chain of custody tracking and space management for SCTS and collaborate with other units to ensure alignment on these strategies. The Head of Collections Control also oversees the creation and management of workflow documentation for their area.

The incumbent will directly supervise a team of six staff members, responsible for recruitment, onboarding, ongoing training, and staff development. They will actively foster a collaborative team environment and establish metrics to track progress, and report regularly on team activities. They will plan, prioritize, and direct work carried out by Collections Control staff to ensure alignment with departmental and special collections priorities and vision.

The ACCU comprises teams dedicated to acquisitions, accessioning, and collections control, managing materials acquired by the Beinecke across all formats. The work of the unit is highly interdependent, and ACCU staff collaborate with colleagues across Yale University Library along with external vendors. Together with the Associate Director, Head of Acquisitions, and Head of Archival Accessioning, the Head of Collections Control forms part of the unit’s leadership team assisting in the ongoing strategic planning and policy development within ACCU.

The Head of Collections Control actively contributes to the development and implementation of department-wide goals and initiatives. Also engages in cross-departmental activities and contributes to Yale University Library and university-wide initiatives.

Yale University Library serves a diverse staff, campus, local, and global community and is deeply committed to advancing its goals for equity, inclusion, and accessibility. This commitment is reflected in our mission, strategic directions, staff values, initiatives, and scholarly activity. To support our goals for staff recruitment, retention, and development, Yale Library invites applications from candidates who have a proven commitment or demonstrated success with supporting diversity and inclusion through their work, service, research, and/or teaching.

Essential Duties

1. Manages a team responsible for the day-to-day activities of the unit. Monitors progress of assignments and projects of varying complexity to enure milestones are met and communicated to all relevant stakeholders.2. Assesses and resolves or escalates problems arising within unit or impacting workflow.3. Recommends new and updated policies and procedures based on requirements, efficiencies and/or trends in support of unit.4. Assists in long-range planning for work unit needs.5. Participates in unit budget planning.6. Evaluates work requests to determine if they are appropriate to the unit or another area.7. Ensures that work flow is organized and staffed for quality efficient completion.8. Communicates deadlines and special circumstances to staff.9. Researches and adopts new technology products and services to increase efficiencies. Evaluates and implements these solutions as appropriate.10. Maintains equipment and supplies for unit.11. Completes evaluations of direct report employees.12. Collaborates with University personnel to define work assignments and requirements, communicate progress of work, and plan and coordinate projects.13. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors. 14. Supervises a staff of exempt and non-exempt employees.15. Performs other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and five years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Ability to identify problems, think creatively, and carry out solutions independently and as part of a group or team, particularly when several priorities arise at the same time. Ability to understand, evaluate, and implement new or evolved processes and tools that facilitate operational workflows.

Required Skill/Ability 2:

Excellent written and oral communication skills, including the ability to explain complex concepts and systems to staff with differing levels of expertise.

Required Skill/Ability 3:

Strong organizational skills to handle multiple priorities and maintain progress; evidence of being able to bring complex projects through to completion.

Required Skill/Ability 4:

Demonstrated ability for supervising others. Aptitude for managing high-performing staff and the ability to lead within a complex and dynamic organization.

Required Skill/Ability 5:

Demonstrated ability to work well with diverse groups of people; to productively handle relationships and conflict.

Preferred Education, Experience and Skills:

Working knowledge or experience with collection management in an academic/research library, related to special collections. Working knowledge or experience with logistics supply chain management. Experience with art handling or specialty moving services. Experience working with the Aeon staff interface. Familiarity with ArchivesSpace, ILS, or other similar collections management systems.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus