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Collections Assistant

Collections Assistant

Center for Research Libraries Job Location: Illinois Apply By: 11/05/2021 Date Created: 10-15-2021

Collections Assistant  

Full-time, remote friendly | Salary $50,000 - $55,000 


The Center for Research Libraries (CRL) seeks a Collections Assistant to support CRL's Collections, Technology, and Partnerships (CT&P) Directorate activities. Reporting to the Head of Collections, the Collections Assistant will provide administrative support for CRL’s partnerships, projects, and programs (e.g., the Area Materials and Global Resources Programs, Collections as Data initiatives, the Repository of Documentation on Disappearances in Mexico, and more), and contribute to partnership, project, and program ideation that supports the cultivation of open and equitable access to knowledge on a global level. CRL is in an exciting growth period and this position will be integral to helping the organization meet its aspirations. As a member of CT&P, the Collections Assistant joins a team whose functional responsibilities span digital collections, international collections, and distinctive collections. A key member of the Directorate, the Collections Assistant provides essential support to projects and initiatives that advance interprofessional and interdisciplinary collaboration across the research library community. Based in Chicago, Illinois, CRL is an international consortium of university, college, and independent research libraries that works against historic, systemic inequities by: advancing open and equitable access to knowledge through partnerships that span open knowledge policy, infrastructure, and analytics; engaging in collections work grounded in anti-racist and post-custodial frameworks that support communities historically under-engaged by the organization; supporting collections as data development that enables expanded form of scholarly and professional engagement with the scholarly record; and by committing to the responsible operationalization of technology. 


  • Partnerships, Projects, Programs Support (70%):
    • Provide administrative support (meeting planning, scheduling, event planning, document preparation, and taking and distributing meeting minutes) for partnerships, projects, and programs (e.g., Area Materials and Global Resources Programs, Collections as Data, Repository of Documentation on Disappearances in Mexico)
    • Contribute to partnership, project, and program ideation that supports the cultivation of open and equitable access to knowledge on a global level
    • Track project spending and preparing budget reports for partnerships, projects, and programs
    • Maintain membership and contact information in Salesforce and on CRL’s Listserv platform
    • Upload project proposals from Area Materials Programs to gCollections for later voting by membership
  • Licensing and Acquisitions Support (30%):
    • Generate and sending price quotes and usage reports to members upon request
    • Review invoice requests from vendors, and working with Accounting to make payments for acquisition items, consolidate credit card payments, and coordinate serials and subscription renewals and payments
    • Upload new offers to eDesiderata, and pricing to ConsortiaManager
    • Upload orders and payments to Millennium and reconciling spending with accounting reports
    • Monitor serials renewals and payments, submitting claims for missing materials as needed

Education and experience:

A Bachelor’s Degree from a four-year college or university is required for this role.

Strong candidates will:

  • Have experience working in the cultural heritage sector, which includes: galleries, libraries, archives, museums, and related non-profits. Experience may be paid or unpaid, and can include internships, volunteer work, and practicums.
  • Illustrate their ability to facilitate collaborative, multi-faceted work across multiple stakeholders and institutions
  • Be able to demonstrate their aptitude for learning new skills and tools on the job
  • Have knowledge of, or an interest in further exploring, best and emerging practices in scholarly communication and publishing; scholarly licensing; open knowledge policy, infrastructure, and analytics; and / or library collection development
  • Communicate verbally and in writing with internal and external stakeholders, and articulate their ability to explain complex concepts to a large range of audiences
  • Value collaboration and new ideas, and seek feedback from colleagues across the organization on a regular basis

Compensation and benefits:

This is a full-time, permanent position with a starting salary of $50,000. The Collections Assistant will work remotely, or on site at our facility in Chicago, Illinois (Hyde Park). CRL offers competitive benefits including health, dental, and disability insurance, sick leave, and vacation time. Employees will receive funding for professional development activities. Application process: Expertise in each requirement listed above is not expected — instead, we encourage applications from those who demonstrate a mix of expertise in some areas, and a commitment to learning and experimentation in the others. Skills and relevant experience outlined in your application may be paid or unpaid, and can include internships, volunteer work, and practicums. We understand that experience, education and learning, and creativity take many forms, and expect that qualified applicants may bring additional skills to this position that we’ve not considered or listed here. If this role interests you, we encourage you to apply! To be considered for this position, please submit a cover letter and resume to resumes@crl.edu(link sends e-mail) no later than November 5, 2021. Please include ‘Collections Assistant’ in the subject line. Applicants selected for an interview will be contacted the week of November 15. Anticipated start date for this position will be December 1, 2021 or earlier. Questions about this role should be sent to Samantha Abrams, Head of Collections, at sabrams@crl.edu(link sends e-mail)


The Center for Research Libraries (CRL) is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. CRL is committed to actively promoting the values of diversity, equity, and inclusion as key components for serving our members and advancing our global mission. As such, CRL enthusiastically embraces empathy, courage, self-reflection and respect of a multi-cultural, diverse and inclusive workplace, and those who strive to incorporate those values in their work and interact. CRL complies with all applicable federal, state and local laws regarding recruitment, hiring and employment and is dedicated to providing employees with a work environment free of discrimination and harassment. All employment decisions at CRL are based on organization needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. CRL will not tolerate discrimination or harassment based on any of these characteristics.

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