Service Manager for Archives and Special Collections Systems–Harvard University–Cambridge, MA

Harvard University
Service Manager for Archives and Special Collections Systems
Harvard College Library


Job Summary

Although the position will remain posted until filled, applicants are strongly encouraged to apply by end of day on March 31, 2023.

Harvard Library seeks a collaborative, innovative, and self-motivated individual for the newly created Service Manager for Archives and Special Collections Systems role. The Service Manager will be embedded within Archives, Arts, and Special Collections of Harvard Library (AASC), a recently conceived administrative unit comprising the Fine Arts Library, the Harvard Film Archive, Harvard University Archives, Houghton Library, and the Eda K. Loeb Music Library. Situated within AASC Technical Services, the incumbent will coordinate use and support of systems for managing archives and special collections across the AASC special collections and archives community as well as Harvard Library repositories based in professional schools and the Faculty of Arts and Sciences. While the position is defined as system agnostic, it would be expected to support users of Aeon, ArchivesSpace, Hollis for Archival Discovery, and other current and future systems. This is a highly collaborative role that will rely on successful partnerships with multiple stakeholders including library staff, IT, and product vendors in order to build a program of support, maintenance, and continuous improvement of these heavily used systems. This is an exciting opportunity to work collectively across multiple units to enhance discovery and access to archives and special collections.

Position Description

User Support (40%)

  • Support staff users of archives and special collections systems: triage, troubleshoot, and track issues that arise in daily use.
  • Coordinate and communicate with user communities and other stakeholders about plans for system upgrades, system maintenance, and training opportunities.
  • Generate standard and custom reports that will provide repositories with information necessary for assessment, data normalization, use statistics, and more.
  • Develop policies, procedures, and a community of practice around system usage, which may include interaction with data through APIs and implementing best practices for metadata input.

System Maintenance and Enhancement (20%)

  • Clearly and transparently communicate priorities to stakeholders and to partners in technology development (e.g. Harvard Library IT, Atlas Systems, Lyrasis).
  • Determine user testing priorities and coordinate work with Harvard Library UX and Discovery.
  • Develop and implement communication plans for sharing information on Harvard Library system issues, upgrades, and proposed development.
  • Assess system performance and usability from the staff perspective.

Training and Documentation (20%)

  • Develop and lead training for new and existing users.
  • Introduce and onboard user communities to new features and functionality.
  • Maintain and enhance central user documentation.

Collaboration and Professional Development (20%)

  • Meet regularly with the Harvard Library user community working groups, Library IT, Library UX and Discovery, and other stakeholders as appropriate.
  • Communicate with external vendors in order to maximize the value of the systems for the benefit of the Harvard Library community of users.
  • Maintain an up-to-date understanding of archives and special collections systems, track developments for systems currently in use, and follow trajectory of systems for potential future use.

Basic Qualifications

  • M.L.S. from an ALA-accredited academic program required.
  • Minimum of three years experience using archives and special collections systems for collection management, circulation, and description in a research library setting.
  • Demonstrated knowledge of archival standards and principles, including DACS and EAD, as well as data interoperability and metadata exchange between systems.

Additional Qualifications and Skills


  • Demonstrated experience accessioning or processing archival collections.
  • Demonstrated experience interacting with users of special collections and/or experience implementing accessible and intuitive end-user design.
  • Demonstrated knowledge of current trends and issues in academic libraries, higher education, and relevant subject disciplines.
  • Scripting or other automation tools/methods, structured query language (SQL).
  • Prior experience as an agile product owner desired.
  • Demonstrated commitment to equity, diversity, inclusion, belonging and anti-racism.
  • Demonstrated ability to manage time and tasks independently and complete projects in a timely manner.
  • Ability to manage a broad variety of tasks in response to shifting priorities and changing constraints.
  • Ability to work both independently and collaboratively in a team environment and to interact effectively with a broad variety of personnel within and outside of the department.

Working Conditions

  • The position is based on onsite in Cambridge, MA. There may be the opportunity for a flexible or hybrid work model compliant with Harvard University flexwork policies. Work location is responsive and subject to change based on business needs.

Commitment to Equity, Diversity, Inclusion, and Belonging

Across the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society.

Harvard Library inspires collaboration, reflection, experimentation, and discovery connecting users to related disciplines and to University-wide teaching resources. The Library engages users through curated discovery, digital collections, reimagined physical space, and specialized research support. Today, Harvard Library’s holdings range from traditional print collections to rapidly expanding access to digital resources. Harvard Library provides the University’s faculty, students, and researchers-now and in the future-with exceptional experiences and comprehensive access to these materials.

Learn more about our contributions to the academic enterprise by visiting us at and about the Harvard University community at

The Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.

Job Function

USA – MA – Cambridge

Houghton Library

Time Status

00 – Non Union, Exempt or Temporary

Pre-Employment Screening
Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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