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Collections & Cataloging Specialist

Linfield University Staff McMinnville, OR

  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Linfield Libraries is recruiting for a Collections & Cataloging Specialist position. The Collections & Cataloging Specialist is responsible for cataloging and collections assessment/maintenance in an academic library setting. The position assists with the ordering, cataloging, management, and preservation of the library's collections, including analyzing and resolving complex order and bibliographic problems, assessment projects, and invoicing. The position also supervises physical processing workflows and oversees in-house materials preservation. Review of applications will begin immediately, and the position will remain open until August 13, 2021.

About Linfield University

Located in McMinnville, Oregon in the beautiful Pacific Northwest, the Linfield University main campus is located on 189 park-like acres just south of the charming historic downtown. Linfield offers many opportunities for employees to connect through community engagement, service projects, and cultural events. Linfield is ranked 1st among liberal arts institutions in the Pacific Northwest for ethnic diversity of students according to the 2020 US News & World Report. The University was also named the top liberal arts college in Oregon by Money magazine in 2019. Linfield is consistently named to the President's Higher Education Community Service Honor Roll which recognizes commitment to civic engagement and service-learning. Linfield offers a generous comprehensive benefit plan, which includes healthcare, retirement plan, life insurance, and short/long term disability, 28 PTO days per year, 7 paid holidays, and Winter Break. Another amazing and valuable benefit for employees, as well as their spouses and dependents, is tuition remission. You and your dependents will have access to our Athletics Complex, including two weight rooms, racquetball courts, a basketball court, swimming pool, track, and indoor and outdoor tennis courts, and a 1.5 mile outdoor wellness trail. For those who are sports enthusiasts, you and your dependents can attend all Linfield athletic events on campus for free (except NCAA playoffs). Additional perks include 20% merchandise & clothing discount at our Barnes & Noble Bookstore, access to Microsoft Office 365 on your personal devices, and a Starbucks conveniently located on campus.

Primary Duties and Responsibilities:

  • Perform complex copy and original cataloging.
  • Enhance master records in OCLC as permitted in accordance with the Orbis Cascade Alliance's floor bibliographic standards; report cataloging errors in master records to OCLC.
  • Work in collaboration with the Director of Systems & Technical Services to perform collection assessment activities, including data preparation, and statistics gathering.
  • Identify and participate in data maintenance and clean-up projects.
  • Create and process orders for materials using a variety of vendors and methods, including EDIFACT and direct purchasing.
  • Contact vendors to resolve issues.
  • Receive materials and check shipments for accuracy and condition; return materials when necessary and initiate/process credit memos.
  • Review status reports on pending orders; claim items not received or late.
  • Supervise physical processing of materials, including call number labels, library markings, bookplates, lamination, and application of security tape.
  • Supervise materials preservation, including mending.
  • Supervise 5-10 student employees; develop training and conduct annual evaluations.
  • Create and maintain procedural documentation for the department in assigned area.
  • Perform other duties as assigned, such as weeding projects, testing new release functionality, high-level metadata work, and other administrative tasks.
  • Maintain current awareness of emerging trends and developments for cataloging and collections.
  • Serve on library work groups and committees; participate in university or consortia committees, task forces, and projects as needed.
  • Coordinate the maintenance of the library's print serials collection including receipt and claiming.
  • Administer print serials exchange program to obtain missing issues and exchange surplus issues.
  • Supervise periodical binding, both professional and in-house.

Required Qualifications:

  • Bachelor's degree
  • 1 -3 years of relevant library work experience
  • Experience with complex copy and original cataloging
  • Familiarity with standards and schema (e.g., AACR2, RDA, Dublin Core, MARC, LCSH, ISBD)
  • Familiarity with cataloging utilities (e.g., Connexion, Classification Web, RDA Toolkit)
  • Excellent communication skills and the ability to work well independently and as part of a team
  • Excellent organizational, planning, and analytical skills
  • Ability to conceive of, plan, document, and complete projects or complex assignments; proven ability to manage multiple priorities and meet deadlines
  • At least one year of supervisory experience, including hiring, training, evaluating, and scheduling employees
  • Commitment to continuous learning in the work environment

Preferred Qualifications:

  • Experience in an academic library
  • Experience working with Ex Libris's Alma and Primo

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a library environment. Constant sitting, seeing (viewing computer monitor), talking, hearing, and repetitive hand, wrist and finger movement. Frequent walking, standing, climbing stairs, lifting, pushing, pulling, and carrying up to 25 pounds. Occasional exposure to weather elements when walking from building to building.


Review of applications will begin immediately, and the position will remain open until August 13, 2021. To apply, please complete the online application process and attach the following documents:

  • Cover Letter
  • Resume


In order to create the healthiest face-to-face learning environment possible, Linfield University is requiring that all faculty, staff, and students to be fully vaccinated against COVID-19. Employees should be fully vaccinated no later than two weeks prior to arriving on campus, or the start of the academic year (August 30, 2021) whichever is first. Employees must submit their documentation at least one week prior to arriving on campus. People who have tested positive for COVID-19 will still be required to show proof of vaccination. Linfield's new COVID-19 vaccine policy, requirements for compliance and exemptions, and information on how to upload documentation is available at

We Value Diversity: Linfield University is actively engaged in promoting, advancing, and confirming our commitment to diversity and inclusion. We believe that a diverse and vibrant Linfield contributes to academic excellence and critical thinking. We welcome applicants who bring a diversity of identity, culture, experience, perspective, and thought. All candidates are encouraged to address how their professional and lived experience, scholarship, teaching, mentorship, and/or service will build on our diversity and inclusion efforts.

Linfield University Staff


McMinnville, OR
97128 USA


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