Special Collections Move and Stacks Coordinator @ University of Virginia

The University of Virginia Library seeks a Special Collections Move and Stacks Coordinator to plan, coordinate, and oversee the relocation of a large and complex collection of rare and archival materials within the Albert and Shirley Small Special Collections Library over a two and half year period. Working under moderate to limited supervision, the Coordinator also provides daily advanced operational and technical support for special collections access and preservation. This role coordinates the Small Special Collections Library’s collections management program and resolves non-routine operational issues within established procedures and professional practices.

By maintaining rigorous security, location control, and documentation of rare, unique, and high-value materials before, during, and after the move, the position safeguards the integrity of the collections and keeps them accessible for the research and teaching mission of the department.

About the University of Virginia Library

The University of Virginia Library is here to ensure that the University community has the information it needs for teaching, research, and enrichment. Regularly ranked in the top quartile of ARL libraries, UVA Library has six locations, more than 220 staffers, and more than 100 student employees. Additionally, as a major research institution, the Library regularly collaborates with professional organizations such as the Virtual Library of Virginia (VIVA), Virginia Library Association, Association of College and Research Libraries, and others.

The University of Virginia Library is committed to a culture of mutual respect, civility, cooperation, mindfulness, accountability, and acceptance of individual differences. Departments and individuals are expected to work together, both in professional collaborations and in creating a culture where all can thrive.

Responsibilities

Collection management and move planning

• Devise, document, and coordinate the planning process for the Vault collection move, including sequencing, space planning, and timelines.
• Coordinate and oversee installation of new compact shelving in the stacks.
• Oversee the physical move of the collection while maintaining a high level of collection control before, during, and after the move.
• Identify and assign new locations for materials not selected for the new compact shelving.
• Resolve non-routine operational issues that arise during the move, escalating as appropriate within established procedures.

Collection records and documentation

• Master the systems used to manage collections (Workflows, ArchivesSpace, Aeon, and Caiasoft) to assign, update, and document item and container locations.
• Maintain accurate collection records, inventories, shelf lists, databases, and associated documentation, and perform location audits to verify accuracy.
• Perform collection management and documentation activities related to the move, including identifying and correcting location, labeling, and container discrepancies.

Preservation, security, and handling

• Apply established preservation practices to the safe handling, packing, transport, and shelving of rare books, manuscripts, and archival materials.
• Maintain security and chain-of-custody for materials throughout the move.
• Identify items needing conservation attention or rehousing and refer them to Preservation staff.

Access and coordination

• Coordinate with public services and instruction staff so that collection access, research requests, and class use continue with minimal disruption during the move.
• Coordinate and collaborate with all stakeholders, including Special Collections and Preservation staff, Library facilities and IT, vendors, and contractors.
• Supervise or direct temporary staff, student employees, or movers as assigned.

Minimum Qualifications

• Education: Bachelor's degree.
• Experience: At least one year of library or collections management experience, such as special collections stacks management, inventory, or location control. Relevant experience may be considered in lieu of a degree.

Preferred Qualifications

• Experience in an academic library, archives, or museum, especially with rare books or manuscripts, including reading handwritten cursive.
• Experience with a collection move, shift, or large-scale inventory project.
• Familiarity with library and archival systems (such as an integrated library system or ArchivesSpace) and Library of Congress classification.
• Proficiency with Microsoft Office, especially Excel.
• Knowledge of established practices for the handling, storage, and preservation of library, archival, and material culture collections.
• Demonstrated experience working with databases or collection management systems.
• Demonstrated ability to work independently, organize complex work, and coordinate with collaborators
• Valid driver's license issued by a state or commonwealth within the United States, or willingness to obtain one upon hire for the purpose of driving.

The UVA Library is interested in reviewing candidates with a broad range of experiences, education, and qualifications. We are dedicated to building a dynamic workplace, so if you are excited about this role but your past experience doesn’t align perfectly with every preferred qualification in the job description, we encourage you to apply anyway.

Physical Demands

Ability to lift 40 pounds and push a full wheeled book cart. Ability to navigate shelves and stacks that may be narrower than 3 feet wide and to place/remove items on shelves up to 7 feet high with aid of a stool. Ability to tolerate dust. Ability to accurately read small print.

Anticipated hiring range: $22.60 - $24.05 per hour ($47,000 - $50,000 annually), commensurate with experience.

Position Type & Work Location

• This is a non-exempt level, benefited position. Learn more about UVA benefits.
• This is a restricted position, which is dependent on funding and is contingent upon funding availability.
• This position has a term limit of two and a half years, after which continued employment will depend on department need and funding.
• This position is based in Charlottesville, VA, and must be performed fully on-site

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application review will begin December 1, 2026. Preference will be given to applications received by this date.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment
• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for requisition number R0088848. Complete an application with the following documents:

• Resume
• Cover Letter – must be included to be considered. Cover letter should include your interest in the position and how your relevant experience pertains to this position and the UVA Library.

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Internal applicants may search and apply for jobs on the UVA Internal Careers website.

Reference Checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

For questions about the application process, please contact Karon Harrington at [email protected].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.