Systems and Operations Coordinator–New York Public Library–Long Island City, New York

Details or description

Preservation and Collections Processing is a department within New York Public Library’s Collections and Research Services that is responsible for the management and preservation of all of the Research Libraries collections and for the processing of its special collections.

Systems and Operations is a newly-formed department that develops and maintains systems specific to supporting special collections operations. These systems handle the safe and secure tracking of objects, the intake of acquisitions and accessioning data, exhibitions and in/outgoing loans, conservation treatments, and certain collection and project management functions.

Under the direction of the Systems and Operations Manager, and in close collaboration with staff within Preservation and Collections Processing and in units throughout the Library, the Systems and Operations Coordinator will primarily assist in supporting the NYPL’s collection management system, CMS, as well as its web-facing portal, SPEC, both based on the Filemaker platform. The Coordinator will also be responsible for devising a training program to the CMS’ growing user base and maintaining usage and technical documentation.

This role is a good opportunity for those seeking experience with database development, creating and automating reporting, helping improve the end-user experience, systems implementation, maintenance, documentation, interoperability, and data migration.

Key Responsibilities
•Reporting to the Manager of Preservation and Collections Processing Systems and Operations, the Coordinator will:
•Provide end-user support (30%)
•Triage, track, gather additional information, and escalate bug/issue or feature request tickets, ensuring updates and resolutions are provided in a timely manner.
•Provide day-to-day systems support to end-users over video/phone calls, or quick one-off meetings; use these sessions to gather feedback to inform future system developments.
•Create new user accounts and assign user security settings as is appropriate for the staff member; help with password resets or other general access issues.
•Send systems-related emails to users to help communicate and plan for upgrades, systems maintenance, general updates and training opportunities.
•Assist with back-end development tasks (30%)
•Use the database client to resolve basic and/or intermediate-level issues to do with front-end design or layout elements.
•Assist with quality assurance (QA) testing especially after upgrades, or in preparation for release of new features or interfaces.
•Assist with basic back-end maintenance of the database including reviewing error log reports, and that server-side scripts and database backups are performed on a regular basis.
•Assist with data entry or remediation projects.
•Coordinate a system training program (20%)
•Devise and host programmatic training for internal preservation and curatorial staff.
•Support with the creation and maintenance of systems usage documentation: assess documentation across collections-related databases and determine where information is incomplete or inconsistent.
•Devote time to professional development and training (20%)
•Assist with data integration projects between CMS and other research library systems such as the Sierra ILS, ArchivesSpace, Aeon, and other current/emerging systems used throughout the Library.
•Attend relevant professional development training opportunities relevant to the position.

Required Education, Experience & Skills

Required Education & Experience
•Bachelor’s degree and 5+ years relevant professional experience OR Master’s degree and 3+ years relevant professional experience

Required Skills
•Using and/or working with relational databases, experience and familiarity with any archival, preservation, collection management or other GLAM systems or
•Demonstrated interest in data literacies, and the initiative to learn advanced data skills;
•Excellent interpersonal and communication skills: ability to listen actively, speak and write clearly
•Ability to present technical information to learners from a variety of backgrounds in a way that is clear, understandable and free of jargon.
•Supporting end-users coming from varying technical backgrounds.

Preferred Qualifications
•Master’s Degree in Library and Information Science
•Experience working in a research library, archive, or public library system, OR general familiarity with gallery, library, archives or museum operations.
•Scripting or other automation tools/methods, structured query language (SQL)
•Interest or experience thinking about accessible and intuitive end-user design.

Please Note: Effective August 2, 2021, absent a qualifying exception for medical or religious reasons, newly hired employees of the New York Public Library must present proof of receipt of a COVID-19 vaccination and may not begin employment at the Library until 14 days after their receipt of their second dose of either the Pfizer or Moderna vaccines or 14 days after their first dose of the Johnson & Johnson vaccine. Newly hired employees who need additional time to receive their vaccination prior to their start date may request an adjournment of their start date with their hiring manager. The Library will consider such requests on a case by case basis, depending upon the Library’s operational needs, among other factors. The Library will further consider exemptions for prospective employees who cannot become vaccinated due to a qualifying medical condition or a sincerely held religious belief or practice. Candidates who receive a conditional offer of employment and who seek a medical or religious exemption to the Library’s vaccination policy will be provided with additional instructions at the time of the conditional offer.

Core Values
All team members are expected and encouraged to embody the NYPL Core Values:
•Be Helpful to patrons and colleagues
•Be Resourceful in solving problems
•Be Curious in all aspects of your work

Physical Duties
limited physical effort is required

Physical Required?

Union/Non Union
Non Union

FLSA Status

•35 hours per work week
•Hybrid work environment

To apply for this position, please apply on our website: