Music Library Operations Coordinator

Position Summary

The Music Library Operations Coordinator is responsible for coordinating the library services, operations,

and programs of the Wilson Music Library including providing superior customer service (virtual and faceto-

face), acquiring music materials, supporting digitization initiatives, and ensuring that the library’s day

to day functions run smoothly, efficiently, and in alignment with the Libraries’ mission.

About the Work Unit

The Jean and Alexander Heard Libraries at Vanderbilt University is comprised of nine libraries, as well as

service departments in technical services, scholarly communications, IT infrastructure, and digital

scholarship. We seek to create a welcoming environment and serve as a partner in research and

scholarship. The libraries are dynamic places for faculty, staff, students, and alumni to reflect and

discover. We also strive to be a workplace in which staff at every level continuously grow in knowledge

and skills, staying abreast of advances and trends in librarianship to power relevant, vibrant research

libraries. The Jean and Alexander Heard Libraries are fundamental to the university’s goal of advancing

scholarship and learning. We collect, preserve and make accessible a wide variety of resources, we

partner with faculty and students to shape research, and we encourage the development of informed

scholars and engaged citizens.

The music library’s primary user base is faculty, students, and pre-college students located in the Blair

School of Music but inclusive of general university students interested in music. The music library staff

work closely as a team, planning and delivering services to their constituents and making collections

decisions together.

Key Functions and Expected Performance

• Staffs the Music Library service desk, providing backup staffing when student employees aren’t available.
• Provides specialized reference service for faculty and students.
• Initiates supply order requests, work orders, and technology requests.
• Acts as the emergency coordinator and monitors the music library’s physical space.
• Processes incoming digital scores and physical materials.
• Communicates with vendors and university staff in an accurate and professional manner.
• Performs bibliographic searching and pre-order searching.
• Secures score licensing agreements with composers and vendors.
• Serves as the primary liaison to the Collection Strategy team.
• Maintains standing orders and approval plans; consults with music faculty about collection needs.
• Rehouses manuscripts, collections, and other tasks to ensure preservation of materials. Assists in processing archival materials.
• Supports digitization initiatives by scanning, transferring, and preparing materials for online access, ensuring quality control.
• Maintains a music special collections reading room with appropriate services and equipment to provide an environment conducive to research with archival materials including maintaining policies and guidelines.
• Prepares all music books, scores, and periodicals for the bindery.
• Collaborates with the Music Library team on advancing strategic initiatives.
• Stays current with new job-related technologies.
Completes other job duties as assigned.

Supervisory Relationships

This position has no supervisory responsibility; reports to the Director, Wilson Music Library.

Education and Certifications

• Bachelor’s degree in music or related field is necessary, or comparable combination of education, training, or experience.

Experience and Skills

• One year of experience working or volunteering in a library or archives setting.
• Demonstrated knowledge of music and/or experience handling music-related material.
• Ability to analyze and interpret procedures, policies and practices.
• Demonstrated exceptional customer service, including creative problem-solving and a commitment to equitable access.
• Demonstrated close attention to detail, strong organizational skills, and ability to manage multiple tasks simultaneously.
• Proficient computer skills and demonstrated ability to learn and apply new technologies to existing operations.
• Ability to work closely and collaboratively with colleagues from all library departments, students, faculty, and staff.
• Knowledge of bibliographic records and purchase orders, vendor systems and provider platforms, vendor relations, and software related to music acquisitions work.
• Ability to review non-English materials, records, and vendors.
• Proficiency in using Microsoft Office Suite.
• Ability to read music fluently.