Operations Coordinator, Rare Books and Special Collections

Job Description

Job Description

Company Description

The University of Notre Dame is more than a workplace! We are a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

Located within the Hesburgh Libraries, the Operations Coordinator, Rare Books and Special Collections oversees, maintains, and improves operational workflows for Rare Books and Special Collections, including stacks management and maintenance, reference services and user services, and use and management of departmental spaces for teaching and programming.  Also responsible for monitoring adherence to policies and procedures, as well as hiring, training, and supervising student workers. Serves as the stacks manager for Hesburgh Libraries’ rare collections; coordinates shelving and maintenance of the materials; and develops strategies for effective and logical use of available shelving and space for incorporating new collections.

The ideal candidate will be highly adaptable, genuinely enjoy working in a fast-paced environment, consistently deliver high-quality results during fast-paced work cycles, and possess exceptional flexibility and a willingness to pivot seamlessly when project priorities shift.

Essential Duties & Responsibilities:

• Operations Management: Manage daily operations of the department and coordinate support for all operational functions as needed, including student staffing.
• Stacks Management and Collections Support: Oversee and maintain rare stacks and materials, collect and analyze data related to stacks and space usage, and provide support for collections through processing and assistance with cataloging and acquisitions workflows.
• User Services Support: Oversee user services functions and provide general reference and research support services, including assisting with duplication requests.

Key Attributes for Success:

• Agility & Flexibility: Highly flexible with a proven willingness to pivot strategies and shift focus when needed to meet the evolving demands of the department.
• Thrives in a Fast-Paced Environment: Enjoys and excels in navigating fast-paced work, maintaining accuracy and professionalism even under tight deadlines or changing circumstances.
• Service-Oriented: Presents a welcoming, helpful demeanor as the visible face of Rare Books and Special Collections for students, faculty, and visitors.

Qualifications

Required Qualifications

• Associate’s Degree or equivalent combination of education and relevant experience
• 1 – 3 years of experience in libraries, archives, museums, customer service, operations support, or related environments 
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple responsibilities and work independently
• Familiarity with library processes, workflows, or collections management practices
• Ability to maintain accurate records and provide dependable operational support, including management of time-sensitive responsibilities
• Ability to establish and maintain effective working relationships with colleagues and library users
• Demonstrated attention to detail and commitment to maintaining secure and functional collections environments

Preferred  Qualifications

• Bachelor’s Degree preferred
• Experience in special collections, archives, or stacks management

Additional Information

Compensation: Up to $22.50/hour

This position will be accepting applications until July 6, 2026.

Resume and cover letters are required to be considered for this position. 

The University of Notre Dame seeks to attract, develop, and retain the highest quality faculty, staff and administration. The University is an Equal Opportunity Employer, and does not discriminate on the basis of race, color, national or ethnic origin, sex, disability, veteran status, genetic information, or age in employment. Moreover, Notre Dame prohibits discrimination against veterans or disabled qualified individuals, and complies with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a). We strongly encourage applications from candidates attracted to a university with a Catholic identity.