Collection Services Specialist

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.


We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.


The Collection Services Specialist facilitates the acquisition of library resources, is responsible for all aspects of collection management and interlibrary loan. Actively participates in circulation and library liaison work including reference, instruction, and departmental outreach

Specifically, you will:

• Assist in identifying and recommending materials to be added to the library collection, from purchases of books, interlibrary loan and electronic resources to gifts and donations
• Order books and e-resources
• Collaborate with and serve as back up for the Cataloging and Metadata Services Specialist in all aspects of the interlibrary loan processes, and create, maintain, and adhere to ILL documentation.
• Serve as the library's ILL representative to PALCI and OCLC, answer requests from member libraries.
• Create, maintain and adhere to the current collection development policy and procedures for acquisitions, materials review, and other procedures related to collection services.
• Prepare acknowledgement letters and documentation when needed for gifts/donations and maintain vendor relations.
• Monitor and track budget expenses.
• Maintain, manage, and optimize space allocations across all library and archives collection areas, such as inventory projects, weeding, shifting, paging, shelving, cleaning and stacks maintenance.
• Coordinate the use and conservation of non-circulating, rare, medium-rare and special collections materials.
• Responsible for maintaining reading room equipment, such as microfilm readers and scanners.
• Coordinate the pickup of withdrawn and unneeded library materials with book dealers.
• Retrieve requested items from off-site storage.
• Complete scanning for reference requests from outside researchers.
• Administer and manage the [email protected] and [email protected] accounts.
• Participate in outreach initiatives, including social media, creating displays, installations of materials for Reading Room, and other outreach efforts.
• Train and inform patrons about library and archives services and activities.
• Public service desk duties as needed.
• Perform other duties as assigned.

Your background and experience include:

• BA/BS
• Demonstrated ability in maintaining records and data in various information, library, and other content management systems
• Strong organizational and project management skills
• Ability to work independently and in a team environment
• Ability to interact pleasantly, constructively and cooperatively with library patrons and staff

Position and Compensation Details

• The hourly rate for this position is $28.25.
• This position is Full-Time, Non-Exempt, and 35 hours per week.
• This position is part of the AFSCME Local 397 bargaining unit.
• This position reports to Director of Library and Archives
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum's code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum's staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee's regular schedule and tenure.