Special Collections Instruction & Program Coordinator

Penn State University; Ferguson Township (PA); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

75% tuition discount

Job summary

Penn State University Libraries’ Eberly Family Special Collections Library seeks a Special Collections Instruction & Program Coordinator to connect students, faculty, researchers, and community members with rare materials. You will coordinate instructional programs, manage scheduling, and support tours, visits, and research grants to advance teaching, learning, and engagement.

The role sits on the Research Services team, collaborating with curators, archivists, and librarians to deliver

Qualifications

• Experience coordinating projects, programs, or operations in a library, archives, or higher education setting.
• Excellent organizational skills with multiple priorities and deadlines.
• Strong written and verbal communication across diverse audiences.
• Ability to work collaboratively and exercise initiative.
• Experience collecting, maintaining, or reporting data for assessment and decision making.
• Proficiency with common office software and ability to learn new systems.
• Experience in an academic library, archives, or special collections.
• Experience coordinating library instruction or public services.
• Familiarity with primary source pedagogy and active learning.
• Experience using scheduling, project management, or assessment tools.
• Experience developing documentation and workflows.
• Experience supporting instruction in higher education.
• Knowledge of accessibility principles and inclusive instruction.

Responsibilities

• Coordinate all Special Collections instruction and educational visit requests from inquiry to completion.
• Serve as primary contact for faculty and campus/community groups for instructional sessions and tours.
• Manage scheduling, spaces, collections, and related logistics to support learning.
• Collaborate with curators, archivists, and librarians to plan learning experiences.
• Provide operational support for sessions and visits, including space, tech, and materials.
• Maintain calendars, workflows, and documentation for service delivery.

Skills

Project coordination

Organizational skills

Communication

Collaboration

Data reporting / assessment

Office software proficiency

Academic library experience

Instructional programming

Accessibility knowledge

Scheduling tools

Documentation / workflows

Higher education instruction

Public services coordination

Education

Bachelor's Degree

Tools

ArchiveSpace

Aeon

Microsoft 365

Job description

POSITION SPECIFICS

The Eberly Family Special Collections Library at the Pennsylvania State University Libraries is seeking a Special Collections Instruction & Program Coordinator to help connect students, faculty, researchers, and community members with rare books, archives, manuscripts, and other distinctive collections. Serving on the Research Services team, the Coordinator collaborates with curators, archivists, librarians, faculty, and campus and community partners to coordinate instructional programs, educational visits and related activities that advance teaching, learning, and engagement with Special Collections. The Coordinator serves as the central point of contact for instructional requests and manages the scheduling, communications, workflows, and logistics that support courses, tours, educational visits, programs, events, and research grant activities. Through this work, the Coordinator helps ensure consistent, welcoming, and high-quality experiences for students, faculty, researchers, and other audiences engaging with Special Collections.

Responsibilities

• Instruction Coordination Coordinate all Special Collections instruction and educational visit requests from initial inquiry through completion. Serve as the primary point of contact for faculty, instructors, and campus, community, and public groups requesting instructional sessions, tours, and educational visits. Coordinate scheduling, instructional spaces, collection availability, and related logistics to support successful learning experiences. Collaborate with Research Services colleagues, curators, archivists, and librarians to identify instructors, collections, and learning experiences that support course objectives and group needs. Provide operational support for instruction sessions and visits, including space, technology, instructional, and materials coordination. Maintain calendars, communications, workflows, procedures, and documentation to ensure consistent and effective service delivery.
• Assessment and Program Support Collect, maintain, and analyze instructional statistics, assessment data, and participant feedback. Prepare reports and summaries to support assessment, planning, annual reporting, and decision-making. Identify trends and recommend improvements to instructional services, workflows, and learning experiences. Support the implementation and evaluation of instructional initiatives and service improvements.
• Research Services and Departmental Support Collaborate with members of the Research Services team to support instruction, research consultations, outreach, and public service activities. Develop and maintain instructional guides, documentation, and online resources that support teaching and learning with Special Collections. Assist with projects and initiatives that expand and strengthen the use of Special Collections in teaching and learning. Coordinate and support Special Collections programs, events, research grants, and award programs, including logistics, communications, and related administrative activities. Support public programs by welcoming participants, assisting presenters, leading tours, and facilitating audience engagement. Participate in departmental and library-wide committees, working groups, and initiatives. Maintain knowledge of emerging practices in primary source pedagogy, instructional technologies, accessibility, assessment, and related areas of special collections teaching and learning.

Qualifications

• Experience coordinating projects, programs, services, or operations in a library, archives, museum, higher education, or other customer-focused environment.
• Excellent organizational skills with demonstrated ability to manage multiple priorities, deadlines, and competing demands.
• Effective written and verbal communication skills, with the ability to communicate effectively with a wide range of audiences.
• Demonstrated ability to work collaboratively in a team environment while exercising sound judgment and initiative.
• Experience collecting, maintaining, or reporting data to support assessment, planning, or decision making.
• Proficiency with common office productivity software (e.g., email, calendaring, word processing, spreadsheet, and collaboration tools) Ability to learn and effectively use new technologies and systems.
• Experience working in an academic library, archives, special collections, or other cultural heritage organization.
• Experience coordinating library instruction, educational programming, or public services.
• Familiarity with primary source pedagogy and active learning practices.
• Experience using scheduling, project management, or assessment tools.
• Experience developing documentation, workflows, or user guides.
• Experience supporting instruction in higher education.
• Knowledge of accessibility principles and inclusive instructional practices.

Minimum Education, Work Experience & Required Certifications

Bachelor's Degree 1+ years of relevant experience; or an equivalent combination of education and experience accepted. Required Certifications: None.

Important Application Instructions

Applicants must submit a cover letter addressing their interest and relevant experience, in addition to a resume.

Additional Information

After training, the Special Collections Instruction & Program Coordinator will also work with various software and systems, including ArchiveSpace, Aeon, and Microsoft 365 applications and tools. The Pennsylvania State University Libraries is supportive of flexible work arrangements when aligned with the ability to meet the needs of the unit and the essential duties of the position. Questions related to flexible work should be directed to the hiring manager during the interview process.

Background checks/Clearances

Employment with the University will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

WORK LOCATION & SCHEDULE

The Coordinator will work fully on-site at Penn State’s University Park Campus. Due to the events and activities of the Eberly Family Special Collections Library, the Coordinator will be required to work occasional evenings and weekends.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $40,608.00 - $58,836.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.

In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.

One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473. Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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UNIVERSITY VALUES & CULTURE

There’s a reason Penn State consistently ranks among the top one percent of the world’s universities. Across 24 campuses, our 100,000 students and 40,000 faculty and staff know the real measure of success goes beyond the classroom – it’s the positive impact made on communities across the world. Our ideals stem from our origins as Pennsylvania’s sole land-grant institution, which allow us to continue to bring positive impact to humanity through our teaching, research, and engagement mission. And across the world is a community of Penn Staters – more than half a million strong – driven by that same spirit to serve our local and global communities. At Penn State, passion is met with collaboration in an environment that is rooted in shared pride for the accomplishments of our fellow students, faculty, staff, and alumni. Penn Staters cheer each other on to build a culture committed to service and engagement. Our University values represent our core ethical aspirations for all our daily activities and actions as students, faculty, staff, and volunteers at Penn State. Our values are as follows; Integrity, Respect, Responsibility, Discovery, Excellence, and Community. We Are Penn State. One Community. Impacting Many.