SPECIAL COLLECTIONS PROGRAM COORDINATOR, University Libraries BOSTON, MA

Boston University; Massachusetts; On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player in education is seeking a proactive Special Collections Program Coordinator to enhance the operations of their library's Special Collections division. This role involves managing various initiatives, coordinating events, and supporting team communication to ensure smooth operations. The ideal candidate will thrive in a collaborative environment, utilizing their organizational and communication skills to manage multiple priorities effectively. Join a dynamic team dedicated to fostering knowledge and engagement within the academic community, where your contributions will significantly impact archival research and programming efforts.

Qualifications

• 3-5 years of relevant experience in program coordination or administration.
• Excellent organizational and communication skills are essential.

Responsibilities

• Coordinate operations and initiatives for the Special Collections division.
• Manage logistics for events, exhibitions, and fellowships.

Skills

Organizational Skills

Written Communication

Verbal Communication

Attention to Detail

Education

Bachelor's Degree in Related Field

Tools

Microsoft Teams

Spreadsheets

Job description

SPECIAL COLLECTIONS PROGRAM COORDINATOR, University Libraries

Category

Job Location

BOSTON, MA, United States

Tracking Code

25500569470417

Posted Date

4/17/2025

Salary Grade

Grade 48

Position Type

Full-Time/Regular

The Boston University Libraries seek a program coordinator to support the operations and initiatives of the Special Collections division of Boston University Libraries. Reporting to the Associate University Librarian for Special Collections, this position collaborates with a variety of internal and external stakeholders to strengthen the efforts of BU’s fast-paced archival research and engagement program. Key responsibilities include managing operations, coordinating events and exhibitions, managing fellowships, and handling communications. This role requires a proactive and detail-oriented individual who can effectively manage multiple priorities, work both independently and collaboratively, and handle sensitive information with discretion.

The Special Collections Program Coordinator will:

Program Coordination: Uses project management expertise and strong communication skills to coordinate staff efforts across the Special Collections Team at the direction of the AUL for Special Collections. Collaborates with staff across the library system as well as with external stakeholders to advance the goals of the department. Manages logistical coordination for the team’s programming needs, serving as the operational lead for Special Collections exhibitions, workshops, programs, lectures, conferences, and receptions, including day-of responsibilities. Administers Special Collections research and teaching awards and fellowships, supporting award advertising, application management, and awardee selection. Promotes award opportunities through professional and institutional channels.

Team Support and Internal Communication: Provide advanced administrative support to the Associate University Librarian for Special Collections with a high degree of initiative, judgement, and discretion. Schedule appointments and meetings, coordinate resources, and assemble appropriate reference and back-up material for all meetings. Ensure the AUL is well prepared for meetings and other internal/external activities. Provides support to staff to help meet deadlines, keep track of action items, and progress toward deliverables. Supports and reinforces effective communication and information sharing within the Special Collections Unit, distributing meeting notes, summarizing conversations, and keeping team members apprised of important decisions and updates. Upholds the division’s commitment to transparency and planning by facilitating shared access to divisional documentation and resources. Initiates and prepares written correspondence as needed and develops templates for departmental use. Prepares and maintains departmental documentation, spreadsheets, budgets, reports, and grant administration materials. Develops and maintains webpages, staff directories, and Microsoft Teams channels. Ensures Special Collections team members have necessary resources, training, and support.

Operations: Supports division and department meetings and workshops, coordinating space reservations, technology needs, and room setup. Liaises with Library Administration to process invoices, travel, and purchasing requests in a timely manner. Oversees reception services. Serves as primary point of contact for unsolicited communication of the division and coordinates responses to emails, phone calls, and other inquiries. Oversees distribution of departmental mail and serves as point of contact for office equipment maintenance.

Other Duties as Assigned: Plans and executes special assignments of fixed duration and scope. Performs additional duties as required to support Special Collections objectives.

Required Skills

Required Skills:

• Bachelor’s degree in related field.
• 3-5 years of relevant experience.
• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.

Preferred Qualifications:

• Work experience in a library, archive, or museum setting.
• A resume and cover letter are required to be considered. This position will remain open until filled.

Working at Boston University Libraries

Boston University Libraries is a learning organization that supports BU librarians, archivists, and information and subject specialists seeking and sharing knowledge, practices, and perspectives that advance library collections services, and their own professional development. In a collaborative, supportive, and engaging work environment, BU Libraries expert staff assist multidisciplinary research and exploration, build distinctive collections and archives of enduring research value, and empower users to thrive amid an ever-changing information environment.