Job Details

Special Collections Accessions Librarian

Position Number: 6420772
Location: Philadelphia, PA
Position Type: Libraries

Special Collections Accessions Librarian

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Special Collections Accessions Librarian

Job Profile Title
Librarian C

Job Description Summary
The Kislak Center's Accessions Librarian is responsible for managing the intake and proper accessioning of all items and collections acquired through purchase or gift for the Kislak Center and all other University Libraries special collections. The Accessions Librarian will:

- Manage and oversee the Kislak Center's Accessions database.

- Work closely with an international community of booksellers, auction houses and other members of the antiquarian book trade to place orders, process invoices, receive and accession special collections materials.

- Work with material in all scripts, languages and formats, coordinating with bibliographers in the Center for Global Studies to manage the acquisition, accessioning, processing and cataloging of Global Studies special collections materials.

- Ensure responsible fiscal stewardship of funds in Alma through regular communication and close working relationships with the Acquisitions, Access & Licensing Department and the Library Business Office.

- Work with donors, curators, and the Office of Advancement to receive and accession gifts and guarantee responsible stewardship.

- Coordinate and oversee the safe packing and transport of collections to the library including getting quotes from shippers, working with the Office of Risk Management to arrange insurance, coordinating with donors, scheduling pickups and drop-offs and processing shipping payments and invoices.

- Work with the Assistant Director of Kislak Operations to identify space for new collections and communicate with all required parties to ensure the collections are properly accessioned.

- Recruit and supervise student workers and interns to help with collections management.

- The Accessions Librarian will also serve as the registrar for time-sensitive loans of special collections material related to 2026 programming, working with curators, the Conservation and Exhibits Departments and the Office of Risk Management to oversee their safe transportation and installation.

The majority of this position's responsibilities are time-sensitive and require coordination with a broad network of stakeholders across the library system, with other University departments, and with individuals and institutions outside the University, including donors and international booksellers. As such, time management skills, the ability to communicate clearly and close attention to detail are essential.

This position is part of the Special Collections Processing Center's leadership team and works closely with the SCPC Director, the Rare Book Cataloging Unit Coordinator, the Head of Manuscripts and Archives Processing and the Hidden Collections Coordinator to craft the Center's strategic plan, determine the Center's priorities and establish best practices.

Job Description

Job Responsibilities

Purchase rare materials: Place orders, create bibliographic and purchase order records, receive orders, update order status, accession and post vouchers for all items selected for the Kislak Center and other University Libraries special collections. Ensure that costs are allocated correctly and that payments are received. Ensure effective communication between all parties involved in a transaction, especially when complex scenarios affecting multiple departments are involved.
Receive gifts of rare materials: Coordinate the packing, shipping, receipt and accessioning of gifts, by working with donors, getting quotes from shipping companies, scheduling pickup and delivery and insuring collections with Risk Management.
Manage the accessions database and the entire accessioning process for all special collections items.
Work with colleagues in the Center for Global Studies to manage the acquisition, accessioning, processing and cataloging of their special collections materials in wide variety of scripts, languages and formats.
Serve as registrar for time-sensitive loans of special collections materials related to 2026 programming, working with curators, Conservation, Exhibits and the Office of Risk Management to guarantee their safe transport.
Communicate regularly with curators, bibliographers, the Acquisitions, Access and Licensing Department, the Library Business Office and the Office of Advancement to ensure responsible fiscal stewardship for all purchases.
Recruit and supervise student workers and interns for accessioning, collection management and inventory control projects.
As part of the SCPC leadership team, work with the SCPC director and SCPC unit heads to establish SCPC priorities, meet goals and identify best practices in line with the Libraries' Strategic Plan.
Participate in SCPC agile processing and group projects when necessary.
Other duties and responsibilities as assigned.

Qualifications

An accredited Masters degree in library or information science and 3 - 5 years of relevant experience required.
A minimum of three years of progressively responsible experience working with rare materials in multiple languages and formats.
Experience using the Acquisitions and the Resources modules in Alma.
Understanding of best practices for proper accessioning.
Demonstrated knowledge of MARC, EAD, Archivists' Toolkit, and OCLC.
Familiarity with cataloging standards for rare and modern materials (RDA, AACR2, DCRMB, DCRMMss and DACS).
Expertise with database programs (Filemaker Pro, Microsoft Access, Airtable) and Microsoft Excel; facility with other Microsoft Office applications, Adobe Suite and project management applications.
Demonstrated ability to meet established goals through effective planning and project management.
Demonstrated ability to work with and motivate others.
Excellent oral, written and interpersonal communication skills along with strong analytical, decision-making and problem-solving skills.
Evidence of a strong commitment to service in a production-oriented environment and flexibility in response to change.
Knowledge of at least one Western European language in addition to English.
Completion of at least one Rare Book School class or the equivalent.
Familiarity with the antiquarian book trade and publishing industry.
Understanding of business and financial principles and practices related to the rare book trade and academic libraries.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
University Library

Pay Range
$66,000.00 - $89,039.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

Equal Employment Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state, or local law.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Van-Pelt-Library---5th-Floor/Special-Collections-Accessions-Librarian_JR00109004