Senior Manager, Rare Materials Cataloging

Code4lib

New York (NY)

On-site

USD 80,000 - 100,000

Full time

14 days+

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Job summary

A prominent library in New York is seeking a Senior Manager for Rare Materials Cataloging to oversee the accurate bibliographic description of its special collections. The candidate will manage workflows, supervise staff, and enhance metadata. Required qualifications include an ALA-accredited degree and extensive experience in cataloging. The role is onsite, with a focus on collaboration across departments and improving cataloging standards.

Qualifications

7+ years of successful professional experience in cataloging special collection material.
3+ years of supervisory experience in cataloging of special collections materials.
Experience working in a shared cataloging environment.

Responsibilities

Plan, coordinate, and manage unit workflows and cataloging project queues.
Supervise and train professional and paraprofessional staff.
Perform original and complex copy cataloging.

Skills

Strong original cataloging skills

Project management

Interpersonal communication

Analytical skills

Attention to detail

Education

ALA-accredited MLS / MLIS or advanced degree

Tools

MARCEdit

OCLC Connexion

RDA Toolkit

Job description

Senior Manager, Rare Materials Cataloging

Overview
The New York Public Library’s (NYPL) Special Collections Processing (SCP) department is seeking a proven and collaborative Senior Manager for Rare Materials Cataloging to strengthen and expand its current operations devoted to rare and special format materials. The Senior Manager will provide vision, leadership, and oversight for the cataloging and description of materials held and acquired by the curatorial divisions at the Stephen A. Schwarzman Building, the Schomburg Center for Research in Black Culture, and the Library for the Performing Arts.

The Senior Manager is responsible for ensuring the accurate and appropriate bibliographical description of the Library’s Special Collections material, including rare books, manuscripts, broadsides, pamphlets, serials, maps, photographs, prints, illustrations, designs, artwork, three‑dimensional models, realia, audio and moving images, and related items that are not components of archival collections. The Senior Manager provides leadership for the Library’s standards for the description of rare materials and special formats held in the Research Libraries, develops and documents project workflows for processing and accessioning new acquisitions and existing backlog, and coordinates the enhancement of metadata in collaboration with the Metadata Services manager. The position also performs cataloging of complex rare materials according to national and local cataloging standards and procedures, supervises staff cataloging rare materials and special formats, and assists in training other catalogers at NYPL. In collaboration with BookOps Cataloging, SCP managers, and key partners in curatorial and public services, this position will draft and maintain NYPL’s Special Collections Cataloging Manual.

While based at the Library Services Center (LSC) in Long Island City, Queens, the Senior Manager works across the organization to establish and deepen collaborative relationships that unify and strengthen rare materials cataloging and the Library’s stewardship efforts.

We are looking for someone we can count on to:

Own:

The planning, coordination, and effective management of the unit’s day‑to‑day operations to ensure accuracy, foster collaboration, and advance description priorities and institutional goals.

Teach:

Develop, maintain, and communicate standards for cataloging rare materials and special formats, fostering a community that values problem‑solving, collaboration, and innovation.
Inform stakeholders of ongoing developments and strategic plans while developing new strategies for staff engagement and communication.

Learn:

Develop a deep understanding of NYPL’s research collections and the challenges in addressing outstanding backlogs.
Propose new methods and approaches to keep NYPL at the forefront of the field based on emerging bibliographic description developments.

Improve:

Clarify policies, optimize processes, and strengthen channels for communication and staff engagement to improve team collaboration.
Evaluate and propose short‑ and long‑term changes to the departmental structure and reporting lines.
Assess, establish, and measure outcomes for workflow effectiveness using emerging technologies and best practices.

Some expectations for this role are that within:

1 month:

Meet with department staff, partners in BookOps, and curatorial staff to assess the effectiveness of cataloging workflows, prioritization, and department structure.

3 months:

Identify gaps in policies and cataloging procedures and develop a preliminary plan for aligning stakeholders around a shared vision.
Improve communication with curatorial and public service partners.
Share cataloging project queues for the next 2–3 years that reflect curatorial and institutional priorities, in collaboration with the Associate Director for Special Collections Processing.

6 months and beyond:

Document a plan to address rare materials and special format cataloging long‑term and near‑term goals, including new acquisitions, backlogs, data remediation, and new initiatives.
Propose improvements to department structure and staffing based on evaluation of current structure, emerging institutional priorities, and potential team growth supported by grant funding.

Responsibilities:

Plan, coordinate, and manage unit workflows and cataloging project queues based on collection priorities and institutional goals, setting benchmarks and estimating staff time to ensure timely completion of priority projects.
Supervise and train professional and paraprofessional staff, providing guidance on cataloging workflows, standards, and project priorities.
Perform original and complex copy cataloging, review catalog records for accuracy and adherence to national and local standards, and manage the creation and verification of authority records for national and local databases.
Contribute to the development, documentation, and standardization of NYPL cataloging best practices, staying current with developments in linked data and other technical services trends.
Collect and report cataloging statistics and support resource, cost, and capacity planning by estimating staff effort for acquisitions and project workflows.
Propose and implement approved changes to team structure to support institutional goals and represent NYPL at conferences or collaborative projects related to special collections description.
Perform other related duties as needed.

Required Education & Certifications

ALA‑accredited MLS / MLIS or advanced degree with relevant, substantial research library experience in special collections.

Required Experience

7 + years of successful professional experience in cataloging special collection material.
3 + years of supervisory experience of professionals and paraprofessionals in cataloging of special collections materials.
Subject‑matter expert or relevant experience with the histories, preservation, and description of rare and unique materials across formats, within the broader contexts of the humanities and special collections librarianship.
2 + years of experience as an independent contributor for personal, corporate, and jurisdictional names, along with uniform titles, to the LC/NACO Authority File.
Experience working in a shared cataloging environment (e.g., OCLC) and/or a local cataloging database (proprietary or open‑source ILS, e.g., Sierra).
Experience creating metadata cross‑walks and migrating metadata between systems.
Training or experience in preservation and collections documentation, such as participation in workshops, courses, or practical application in professional settings.
Experience working collaboratively with varied groups in a complex organization.

Required Skills

Experience managing complex collections description projects, coordinating staff, timelines, workflows, and resources to meet institutional goals.
Strong original cataloging skills, particularly for visual materials at the item and collection level, with experience using cataloging tools, utilities, and standards such as RDA, AACR2, DCRM, MARC, LCSH, LC/NAF, AAT, TGM, OCLC Connexion, RDA Toolkit, and DACS.
Proven research, analytical, organizational, planning, and time‑management skills.
Demonstrated initiative, attention to detail, judgment, project‑management, and the ability to work independently and collaboratively in a team environment.
Excellent interpersonal, oral, and written communication skills, including the ability to communicate with a diverse community.
Ability to work with materials in one or more languages in addition to English (e.g., Arabic, Chinese, French, German, Greek, Hebrew, Italian, Latin, Japanese, Spanish, etc.).
Awareness of emerging trends in the fields of cataloging, metadata, and linked data.
Experience with technical and metadata tools including MARCEdit and XML.
Familiarity with ArchivesSpace and BIBFRAME.

Managerial/Supervisory Responsibilities