Temporary Special Collections Assistant

NYAM; New York (NY); On-site; USD 39,000 - 47,000; Part time

Job summary

The New York Academy of Medicine Library is seeking a Temporary Special Collections Assistant to support Rare Book Reading Room access and processing of archival materials. The role runs 20 hours per week through August 2027 and is fully on-site, reporting to the Library Director and coordinating with the Historical Collections Librarian.

The position emphasizes cataloging, archival processing, and project work across rare book collections, with opportunities to supervise interns and volunteers

Qualifications

• Experience working with rare books, manuscripts, archives, or special collections.
• Ability to locate materials accurately across differing shelf-location, classification, and numbering systems.
• Experience creating or editing MARC bibliographic records and ability to interpret legacy catalog records.
• Knowledge of basic archival processing, description, and preservation practices.
• Sound judgment, discretion, and strong interpersonal communication skills, including the ability to interact positively with patrons from diverse backgrounds.
• Demonstrated accuracy, attention to detail, and ability to work independently with rare materials.
• Ability to retrieve, shelve, and safely move collection materials and archival boxes weighing up to 30 lbs.
• MLS/MLIS or archival training they prefer.

Responsibilities

• Monitor the Rare Book Reading Room to ensure compliance with handling, security, and reading room procedures.
• Retrieve and reshelve collection materials, using shelf-location and classification schemes.
• Perform cataloging project work, including creating MARC records in Koha; archival processing tasks.
• May coordinate and oversee interns and/or volunteers.
• Perform related special collections projects as assigned.

Skills

Rare books experience

Attention to detail

Interpersonal communication

Independent worker

Education

MLS/MLIS or archival training

Tools

Koha library system

MARC records

Job description

New York Academy of Medicine is a leading voice for innovation in population health. As one of the nation’s longest-running nonprofits, we have championed changes to the systems that perpetuate health inequities and that keep all communities from achieving a healthier and longer life (healthspan). Today, this work includes innovative research that distinctively values community input for maximum impact. Combined with NYAM’s trusted programming and historic library, and with the support of nearly 2,000 accomplished Fellows and Members, NYAM’s impact as a population health leader moves boldly forward.

Department Summary

The NYAM Historical Medical Library began in January 1847 with the founding of the Academy. It opened its collections to the general public in 1878. By the middle of the 20th century, it had grown to be one of the largest independent medical libraries in the country. Building on its extensive historical collections, in the early 21st century, the Library transitioned from a modern health sciences library to a historical medical library.

Position Summary/Overview

The New York Academy of Medicine Library seeks a Temporary Special Collections Assistant to provide Rare Book Reading Room coverage and support work with its rare book, manuscript, pamphlet, and archival collections. Reporting to the Library Director, the Special Collections Assistant will work closely with the Historical Collections Librarian, who oversees the day-to-day operations of the reading room and public services. This temporary, part-time position is scheduled for 20 hours per week through August 2027 and is fully on-site. The Special Collections Assistant will support patron access, collection care, cataloging, archival processing, and related special collections projects. Key responsibilities include:

• Monitor the Rare Book Reading Room to ensure compliance with established handling, security, and reading room procedures.
• Retrieve and reshelve collection materials, using a variety of shelf-location and classification schemes.
• Perform cataloging project work, including creating MARC records in Koha. Perform archival processing project work, including arranging, describing, and rehousing archival materials.
• May coordinate and oversee interns and/or volunteer.
• Perform related special collections projects as assigned.

Qualifications

Required

• Experience working with rare books, manuscripts, archives, or special collections.
• Ability to locate materials accurately across differing shelf-location, classification, and numbering systems.
• Experience creating or editing MARC bibliographic records and ability to interpret legacy catalog records.
• Knowledge of basic archival processing, description, and preservation practices.
• Sound judgment, discretion, and strong interpersonal communication skills, including the ability to interact positively and constructively with patrons from diverse backgrounds and with varying levels of expertise using special collections.
• Demonstrated accuracy, attention to detail, and ability to work independently with rare and fragile materials.
• Ability to retrieve, shelve, and safely move collection materials and archival boxes weighing up to 30 lbs.

Preferred

• MLS/MLIS or archival training. Experience coordinating, training, or supervising interns, volunteers, or other project assistants, including assigning tasks, providing guidance, and reviewing work.

The position is fully on-site at The New York Academy of Medicine.

NYAM is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status. NYAM is an affirmative action employer. As an organization whose primary focus is health equity, NYAM is committed to creating a diverse and inclusive environment for all employees.

NYAM is an affirmative action/Equal Opportunity Employer.The hourly range for this position is $28.00 – $34.00 per hour, commensurate with experience.