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Part-Time Serials Assistant

Position Title: Part-time Serials Assistant
Supervisor: Serials & Acquisitions Librarian
Department: Library
Grade: 52, non-exempt union
Hours: 17.5 hours per week (0.5 FTE)


Performs all duties necessary to receive approximately 1000 serials for a distinguished research library
with world-renowned multi-language, multi-alphabet collections in Byzantine and medieval studies,
garden history and landscape architecture, and Pre-Columbian studies. Ex Libris’ Alma is used for all
automated functions.

Duties and Responsibilities

This position is responsible for 1) receiving all serial material and 2) maintaining serial records in Alma. The
serials assistant handles the arrival of material and maintains records for serial items. Activities are coordinated
with the bibliographers, the catalogers, the processing staff, and the vendors. Record maintenance includes
updating the source of receipt, noting delays in publication, claiming restrictions of the publisher, and/or special
processing instructions, maintaining MARC 21 holding records, notifying the cataloging department of any status
change in a title, and responding in a timely manner to receipt problems.

• Locates the appropriate bibliographic record in Alma.
• Creates a subscription record when necessary.
• Creates and/or updates serial holdings records.
• Creates predictions for the serial’s issues.
• Checks in serials.
• Creates invoices.
• Communicates with vendors, publishers, and organizations to claim missing issues, report duplicate
receipts or unwanted material, and request clarification on orders and invoices.
• Interacts with the bibliographers and cataloging staff to ensure a current and accurate serial collection.
• Collaborates in problem solving with other members of the serials and acquisitions team.
• Searches Alma and the stacks to verify or correct the Library's holdings.
• Determines when serial issues need to be bound, and prepares them for bindery.
• Prepares, labels, and shelves serial volumes
• Other appropriate duties as assigned.


Basic: Minimum of one-year library experience working in technical services. Experience with an integrated
library system.

Additional: College degree. Experience creating and editing serials holdings in an integrated library
system, preferably ExLibris’ Alma. Reading knowledge of languages other than English. Ability to work
independently, attend to detail, and demonstrate initiative in daily tasks. Desire to participate in a
collaborative environment. Excellent interpersonal and communication skills in order to successfully
contribute to an evolving work situation requiring flexibility and versatility.

To Apply

The position remains open until filled. Please forward résumé and cover letter detailing relevant
qualifications by clicking the link below.

Dumbarton Oaks is an Equal Opportunity Employer (EOE).