Special Collections Assistant - Federal Work-Study (Student Wage)

University of Virginia; Charlottesville (VA); On-site; USD 21,000 - 26,000; Part time

Job summary

University of Virginia's Special Collections and Preservation division seeks a dependable, detail-oriented student intern to work alongside the division’s leadership team and gain insight into how a major academic special collections program operates from the inside.

Responsibilities include calendar coordination, research and data compilation, and participation in special projects, reporting, and general administrative support across five functional areas.

Qualifications

• Resume and Statement of Interest.
• Education: Current undergrad UVA student; Federal Work-Study eligible.
• Experience: None
• Licensure: None

Responsibilities

• Coordinate leadership calendars: schedule department head meetings and ad hoc sessions.
• Perform background research and turn data into spreadsheets and briefing documents.
• Lead digital organization projects: inventory, cleanup and migration of files on shared network drive.
• Assist with reporting, including contributing to the division’s annual report and other formats.
• Provide light administrative support with professional discretion and confidentiality.

Skills

Calendar management

Communication

Attention to detail

Discretion

Education

Current UVA undergrad

Tools

General office software

Job description

Federal Work-Study students only

Overview

Special Collections and Preservation (SCPres) division of the UVA Library is seeking a dependable, detail-oriented student intern to work alongside the division’s leadership team and get an inside look at how a major academic special collections program runs. SCPres brings together five distinct functional areas — Collection Development, Technical Services, Reference and Public Service, Exhibitions, and Preservation — each led by a department head, together with the Associate University Librarian (AUL) who leads the division as a whole.

This is a rare opportunity to see the full picture of how a special collections division operates from the inside: supporting real administrative operations, working directly with library leadership, and gaining exposure across the full range of functions that keep a major research collection running — from acquisitions to preservation to public engagement.

Meetings & Calendar Coordination

• Keep the leadership team’s calendars running smoothly — scheduling recurring department head meetings and ad hoc sessions across busy schedules.
• Handle meeting logistics: room bookings, virtual setup, and the behind-the-scenes details that make meetings run on time.
• Prepare and distribute agendas, and gain experience taking notes or minutes in a leadership setting.

Research & Data Compilation

• Dig into background research on topics assigned by leadership — a chance to develop research skills that translate directly to academic and professional work.
• Turn raw information into usable formats: spreadsheets, briefing documents, and clear summaries that leadership can act on.

Special Projects

• Take the lead on a hands-on digital organization project: inventorying, cleaning up, and migrating files on the division’s shared network drive — great experience in information architecture and digital preservation thinking.
• Help modernize the division’s share networked work space, auditing outdated content and helping restructure it for better usability.
• Jump into other special initiatives as they arise across the division’s five functional areas — variety built in.

Reporting Support

• Help build and format reports, including contributing to the division’s annual report — a great portfolio piece.
• Gather input from department heads and turn it into polished, consistent formats.
• Support other periodic or ad-hoc reports as needs arise.

General Administrative Support

• Provide light administrative support with growing responsibility as capacity allows.
• Practice professionalism and discretion, handling sensitive or pre-decisional information with care.

Expectations

• Currently enrolled UVA student in good academic standing.
• Present and prepared, dependable and punctual, with strong follow-through on assigned tasks
• Able to communicate in a clear and organized manner, both verbally and in writing.
• Skilled at anticipating needs and in prioritizing next steps.
• Adaptable to new or unfamiliar technologies/software.
• Discrete in handling confidential or sensitive information.

Compensation : $17/hr.

Scheduling : 15 hours per week.

MINIMUM REQUIREMENTS

Resume and Statement of Interest.

Education: Current undergrad UVA student. Federal Work-Study eligible.
Experience: None
Licensure: None

PHYSICAL DEMANDS

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.