Collections Assistant Jobs in Boston, MA (NOW HIRING)

003292SR

School/Unit Harvard Graduate School of Education

Job Function Library

Location Cambridge

Job Type Full-time

Salary Grade 057

FLSA Status Exempt

Union 00 - Non Union, Exempt or Temporary

Term Appointment No

By working at Harvard University, you join a vibrant community that advances Harvard's world‑changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

The Harvard Graduate School of Education (HGSE) is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu.

HGSE's Monroe C. Gutman Library seeks a collaborative, user‑centered Collections Librarian to develop, steward, and promote the Library's general collections to support the research, teaching, and learning needs of the HGSE community.

Reporting to Gutman Library's Senior Associate Director, the incumbent brings deep expertise in education and the behavioral sciences subject areas and aligns collection activities to meet curricular needs, faculty and student scholarship, school research initiatives, and evolving disciplinary trends.

The Librarian collaborates closely with several teams in Gutman Library and coordinates regularly with Harvard Library service units and peers in other campus libraries.

• Develops collection strategies to support curricular needs, faculty scholarship, school research initiatives, evolving disciplinary trends, and open scholarship initiatives.
• Manages and reviews collection expenditures, including unrestricted, endowed, and gift funds, in collaboration with Gutman Library leadership. Works with HGSE Finance, and Harvard Library Finance on reporting and financial workflows. May include donor communication.
• Coordinates purchasing workflows and fund management for education liaison librarians with program‑ or subject‑based selecting responsibilities.
• Collaborates with the Special Collections Librarian & Archivist and Special Collections Team on purchasing workflows and policies, managing in‑kind gifts (including those from faculty retirements), and coordinating the periodic transfer of materials from the general collections into Special Collections or the Harvard University Archives.
• Represents HGSE and Gutman Library at Harvard Library's Shared Harvard E‑Resources (SHAER) meetings and participates in other collaborative and coordinated collection development activities across Harvard Library.
• Ensures acquired resources are easily discoverable and, for e‑resources, compliant with university accessibility and access/authentication requirements. Coordinates description updates or enhancements with the Education Metadata Librarian and troubleshoots access issues with the Harvard Library E‑Resources Unit or Library Technology Services as needed.
• Assesses the collection to inform purchasing, licensing, renewal, and withdrawal decisions. Leverages evidence‑based reporting techniques, available user or collections data, and explores new and emerging tools, trends, and techniques, including GenAI, to support assessment.
• Coordinates database/e‑resource trial and renewal assessments with rotating members of the Gutman Library Research, Teaching, and Learning Team.
• Supports promotion of new resources and thematic collection displays led by the Gutman Library Communications and Administration Coordinator and the Communications Committee.
• Coordinates with Harvard Library Imaging Services on strategic digitization projects and over‑the‑counter digitization workflows. Projects will be determined and prioritized internally with members of the Special Collections Team.
• May hire and supervise staff and student assistants.

• Leads the Collection Management & Access Team, ensuring CMA Team goals and priorities are met. The team primarily focuses on physical collection projects (e.g., shifts, weeds, transfers, etc.), process improvement, and documenting activities for Harvard Library supported acquisition to access workflows (e.g., acquisitions, cataloging, end processing, mending, binding, and stacks management). This includes liaising regularly with the following central Harvard Library units: ITS, Preservation, Access.
• Sets team priorities and project goals and objectives with the Education Metadata Librarian and consults Access Services staff.
• Participates in Collections Emergency Planning activities for Gutman Library.

• Sets policy for Gutman Library's course materials purchasing and fulfillment activities, ensuring alignment with HGSE and Harvard Library priorities and policies.
• Builds and maintains strong working relationships with HGSE units involved in course administration, setup, and delivery (e.g., Faculty Support Services, Teaching and Learning Lab, Registrar, IT), including providing training, communicating changes and policies, and collaboratively troubleshooting issues.
• Participates in processing course materials requests, including courses with unique set ups and specially licensed content; provides additional support during peak periods.
• Serves as an escalation point for complex or high impact issues related to course materials workflows, copyright and fair use, digital accessibility, student accommodation, and other specialized course needs.
• Leads continuous improvement by reviewing workflows and assessment data (e.g., usage, turnaround times, collection gaps), recommending changes to Gutman Library practices and Harvard partners, and identifying opportunities to shift faculty toward open and more affordable educational materials in collaboration with the Open Education Research Librarian.

• Participates in other Gutman Library functional or cross‑functional teams as needed.
• Serves as an active member of the Gutman Library Council.
• Participates in HGSE staff committees or activities.
• Participates in Harvard Library governance structure activities, such as committees, working groups, and discussion groups.
• Engages in professional development, external service, and scholarly work.

• The position is based on site in Cambridge, MA.
• There may be the opportunity for a flexible or hybrid work model compliant with Harvard University remote work policies.
• May interact with collections that contain dust, mold, or other contaminants.
• May encounter the need to lift 25-pound boxes, maneuver fully loaded book trucks, and perform tasks that involve lifting, reaching, grasping, stepping up and down, and kneeling.

• An M.L.S. from an ALA‑accredited program.
• Minimum of three years related experience, post‑M.L.S.
• Candidates wishing to be considered must submit a resume and cover letter.
• Candidates advancing to the final round of interviews will be asked to visit campus for a series of meetings with colleagues and stakeholders and may be asked to prepare a presentation.

• Three years of direct experience in collection development and assessment.
• Experience with collection development and assessment activities in education and behavioral sciences subject areas and/or at doctoral, research‑intensive institutions.
• Evidence of a strong user‑focus and service orientation and ability to work effectively with faculty, students, visiting scholars, library colleagues, and members of the public.
• Ability to organize, prioritize, and schedule work in a team‑based, "managing across," environment.
• Evidence of strong writing and communication skills, particularly related to technical and workflow documentation.
• Commitment to professional development, such as ongoing acquisition of new skills or subject knowledge, and active engagement with professional organizations.
• Ability to create and maintain a scholarly research agenda related to the position's duties and responsibilities.
• Experience in managing and planning with restricted, endowed, and gift funds and working with collection donors.
• Experience with financial support of open access, open data, and open education collection initiatives.
• Experience in negotiating licenses with data providers and vendors.
• Working knowledge of library, learning management, reporting, and productivity systems, or equivalents, such as Alma, GOBI, Canvas, JIRA, Oracle.
• Working knowledge of copyright, privacy, and confidentiality in the context of collection development, course materials, digitization and access in libraries, archives, and special collections.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable): $90,000 - $95,000 commensurate with experience.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre‑Employment Screening: Identity and Education

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.

This position is salary grade level 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

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.

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.