Special Collections Jobs in Indiana (NOW HIRING)

Position Details
Position Details
About the Institution
Indiana State University is a Tier 2 national University with a Carnegie classification of doctoral/research. Nationally ranked and accredited, we are in Terre Haute, IN and have been recognized by the Princeton Review and the Wall Street Journal among the best universities in the Midwest. Indiana State is one of the most diverse college campuses in Indiana and home to a welcoming community of students, faculty, and staff representing nearly every U.S. state and 36 countries around the world.
Our beautiful, active, pedestrian-friendly campus is located within walking distance of local shops, restaurants, and activities in Terre Haute's historic downtown district. Situated near the Indiana-Illinois border, we are located 70 miles southwest of Indianapolis and within a few hours of major metropolitan centers in St. Louis, Chicago, and Louisville. On campus, there are 160 student-run organizations, an expansive Student Recreation Center, a Performing Arts Series, and University Speakers Series, among other attractions. Indiana State Athletics, known as the "Fighting Sycamores," fields 15 NCAA Division I athletic teams in the Missouri Valley Conference.
Ranked nationally for social mobility, Indiana State University transforms the lives of our students through experiential learning, community engagement, and career readiness, serving as a dynamic educational partner for businesses and industries throughout the Midwest. Our faculty provide instruction in small class sizes that provide opportunities for personalized instruction and feedback. Indiana State supports and recognizes faculty research and scholarship, providing an internal grants resource pool and other forms of support, and awarding faculty research honors each spring. Indiana State University is a place of belonging where students, faculty, and staff learn, thrive, and grow together.
Indiana State University is an equal opportunity employer, and we are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our employment application process.
Comments to Applicants
Candidates must be eligible to work in the U.S. for other than practical training. The university will not provide visa sponsorship for this position.
Job Title
Special Collections Associate
Department
Library Services
Work Schedule
8:00am to 4:30pm Monday-Friday
Notice of Vacancy Number
26-00191
Desired Start Date
08/17/2026
Open Date
08/06/2026
Close Date
08/20/2026
Open Until Filled
No
Job Category
Staff-Non-Exempt
Job Type
Staff - Full-Time
Pay Grade
6
Hourly Rate or Salary Range
$16.39/hr
Benefits Associated with this Position

• Sick Leave: Accrues at a rate of 12 days per fiscal year with unlimited accumulation.
• Life Insurance: The coverage amount is based on two and one-half times appointment salary rounded up to the next whole thousand with a maximum coverage of $100,000 and includes the same amount of Accidental Death and Dismemberment benefits. The University currently pays the entire cost of coverage.
• Medical, Dental and Prescription Drug Coverage: The cost of coverage is shared between employees and the University. Rates are determined by participation in Wellness Program and use of tobacco products. Coverage is available on the first of the month following appointment date.
• Public Employees Retirement Fund (PERF): The employee share of three (3) percent is paid by ISU. The employer (ISU) share is actuarially determined annually by the State of Indiana. There is no cost to the employee. A minimum of ten (10) years of service is required for PERF vesting. PERF has several investment options from which to choose. Note: For individuals who are receiving PERF Retirement, contributions may not be made.
• TIAA Auto Enroll: New employees are automatically enrolled in a tax deferred retirement program at hire: three (3) percent is deducted before taxes for the program to facilitate retirement planning. Employees may opt out of the program within 90 days.
• Long Term Disability Coverage: Employees are eligible after three (3) years of continuous, regular employment with the University. This policy guarantees approved disabled employees a 66 2/3 percent income protection (from all sources) after 180 days of continuous total disability. Immediate participation is available for current members of a comparable group disability insurance program within 90 days prior to ISU employment and that would have provided income protection upon disability for at least five years.
• Fee Waiver Program: For the employee, spouse and dependent children: Staff may enroll in up to 18 hours of course work each academic year at a reduced rate. Spouses may enroll in 15 semester hours each academic year with 80% of qualified tuition waived. Dependent children of regular full-time staff who are full-time degree seeking undergraduate students at ISU may receive a fee waiver of 80% of qualified tuition for up to a total of ten (10) semesters.
• Vacation: Employee accrues 12-20 vacation days per year based upon years of service.
• Convenience Day: Employees have one per fiscal year to use.

Optional Benefits

• Voluntary Life Insurance: Additional amounts of life insurance may be purchased on employee, spouse and dependent children.
• Voluntary Vision Plan: May enroll within the first 31 days of employment date.

Job Summary/Basic Function
The Special Collections Associate serves to ensure continuous functioning of Special Collections. Participates in staffing the department's reading room, monitors use of non-circulating rare books, manuscripts and archival materials. Provides clerical and administrative support for University Archives and Special Collections Programs and Outreach Manager.
Specific Responsibilities
1. Ensure department security procedures are performed.
2. Provide support to the University Archives and Special Collections Programs and Outreach Manager.
3. Create metadata for department projects
4. Participate in staffing of Special Collections reading room, informs patrons of policies and procedures related to use of rare materials within reading room
5. Fulfill requests and retrieval of materials for use in reading room and for visiting classes
6. Serve as department receptionist, maintain department correspondence, databases, and files, including donor relations information
7. Generate book orders and track expenditures
8. Provide support for permission to publish, photoduplication, digitization requests
9. Generate and maintain student employee records including budget and timecard approval
Required Relevant Education & Experience
Must possess an Associate's degree and 6 months to 1 year of library or relevant experience.
Required Field(s) of Study
N/A
Preferred Relevant Education and Experience
1. Experience working in a special collections department and/or experience with handling rare materials
2. Excellent interpersonal skills and ability to work with diverse individuals
3. Ability to perform detailed work that may be repetitive in nature
4. Experience with Microsoft office, databases and spreadsheet software
5. Critical thinking skills
6. Ability to lift 50 pounds
Supervisory Responsibilities
Has authority or responsibility for the supervision of student workers or graduate assistants only.
Required Certificates, Licenses and Registrations
Other Required Certificates, Licenses and Registrations
Preferred Certificates, Licenses and Registrations
Preferred Other Certificates, Licenses and Registrations
Knowledge, Skills and Abilities
Able to adapt to change, Able to assemble, analyze and present data, Able to learn and retain information, Able to multitask, Able to plan, organize, and implement projects in a timely manner, Able to read English, understand, and follow verbal and written instructions, Able to work both independently and collaboratively, Able to work carefully and politely around others, Able to work well with others, Attention to detail, Demonstration of high ethical standards, integrity, professionalism, politeness, and courteousness, Excellent customer service skills, Excellent interpersonal, organizational, planning, teambuilding and problem solving skills, Must be comfortable networking with groups or individuals, Professional demeanor, high energy, dynamic personality and excellent communication and interpersonal skills, Proficiency with Microsoft Office and other computer applications, Proven verbal and written communication skills, Willing to interact with students, Work effectively with a diverse community
Other Knowledge, Skills and Abilities
Excellent customer service skills. Communicates well in person, by phone and via electronic mail. Able to establish and maintain professional and effective working relationships with teaching faculty, library personnel, students and patrons. Able to complete assigned tasks in a timely manner, set priorities, work independently and concentrate in a busy and changing environment. Able to supervise student employees in a positive, teaching manner. Able to use initiative, sound judgment and creativity.
Qualifications & Disclaimer
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information on this description is designed to indicate the general nature and level of work performed by employees within the classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.
NCAA Guidelines
All employees and staff of ISU are bound by all NCAA, Missouri Valley Conference and institutional rules and regulations pertaining to intercollegiate athletics and must conduct themselves in accordance therewith. For more complete information on the duties and obligations of ISU employees and staff in this regard, employees and staff should contact the Compliance Office in the ISU Athletic Department.
No ISU employee (whether paid or a volunteer) shall knowingly influence others to furnish the NCAA or an ISU investigator/compliance officer false or misleading information concerning an individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation. Failure to abide by this term of employment shall constitute unethical conduct as defined by the NCAA and may result in immediate suspension and/or termination of the employment relationship with ISU.
Position Reappointment Required
No
Job Duties
Essential Duties and Responsibilities
Ensure department security procedures are performed
Essential Duties and Responsibilities
Provide support to the University Archives and Special Collections Programs and Outreach Manager
Essential Duties and Responsibilities
Create metadata for department projects
Essential Duties and Responsibilities
Participate in staffing of Special Collections reading room, informs patrons of policies and procedures related to use of rare materials within reading room
Essential Duties and Responsibilities
Fulfill requests and retrieval of materials for use in reading room and for visiting classes
Essential Duties and Responsibilities
Serve as department receptionist, maintain department correspondence, databases, and files, including donor relations information
Essential Duties and Responsibilities
Generate book orders and track expenditures
Essential Duties and Responsibilities
Provide support for permission to publish, photoduplication, digitization requests
Essential Duties and Responsibilities
Generate and maintain student employee records including budget and timecard approval
Essential Duties and Responsibilities
Performs other duties as assigned.