Catalog Assistant 4

Yale University - New Haven, CT4.3

Full-timeEstimated: $34,000 - $46,000 a year
Position Focus:
Performs a range of cataloging, metadata creation and processing functions in ORBIS, OCLC, or other Library databases for library materials in a variety of subjects, languages, and formats, to include copy cataloging of serials with member copy, original cataloging of belles-lettres, variant edition cataloging, non-MARC metadata creation for digital resources, and catalog management activities with bibliographic and authority records. Responsibilities include analyzing bibliographic records, solving complex bibliographic and holdings problems, quality control, performing initial work in authority establishment and applying bibliographic knowledge to various and complex cataloging situations to ensure that ORBIS, OCLC, or other Library databases, bibliographic metadata and holdings records meet both local and national standards and comply with vendor and other contractual requirements.

1. Performs a full range of copy cataloging with OCLC member and vendor copy using ORBIS (Yale's local online catalog), OCLC, and other library supported databases, to include both print and non-print materials such as microforms, maps, videos, CD-ROMs, audio books, and networked and digital resources. May perform original descriptive cataloging/metadata creation for selected materials to include choice of entry and determination of access points. Assigns simple non-LC call numbers. May search other library catalogs for bibliographic information. Requires foreign language proficiency.
2. Performs original cataloging for belle-lettres, including the assignment of classification numbers for authors.
3. Performs variant edition cataloging.
4. Creates metadata for digital materials following established patterns and instructions.
5. Performs complex copy cataloging for serials and multi-part monographs in print and electronic formats.
6. Performs complex catalog maintenance activities in ORBIS, OCLC, or other library supported databases. This may include updating bibliographic information, transfers, withdrawals, deletions, updating holdings, quality control, etc.
7. Performs initial work in authority establishment, including both names and series.
8. Evaluates, edits and loads records for regular and irregular electronic and digital resources.
9. Participates in activities relating to data management and manipulation, and quality control for digital and print resources.
10. Provides assistance in the installation, maintenance and troubleshooting of hardware and software for the Team. May serve as the liaison with the Library IT.
11. Assists in the management of team and departmental backlogs.
12. Assists in triaging problem materials forwarded to the team/department and appropriate assignment of work.
13. Participates in special projects. May oversee special projects and develop project plans in consultation with supervisor.
14. May train student assistants including assigning and revising work.
15. Performs other duties as assigned.

Essential Duties

1. Serves as a source of information on established procedures and policies. 2. Oversees, instructs and coordinates activities of staff. Creates new, descriptive catalog records, primarily in literature, without supplied bibliographic data. 3. Performs member copy cataloging tasks as well as Library of Congress copy cataloging tasks and revises records with database copy. 4. Identifies problems and seeks resolution with other library units to resolve conflicts or inaccuracies in the catalog or database. 5. Resolves problems with complex bibliographic and holdings record. 6. May add or modify bibliographic and holdings information. May perform a range of cataloging functions. 7. Searches for bibliographic data with incomplete information or source material in catalogs, files, and databases. 8. Performs clerical function incidental to library activity.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:
Strong reading proficiency with one or more European languages, in addition to English.

Required Skill/Ability 2:
Ability to work with literary, historical, or other materials in the humanities.

Required Skill/Ability 3:
Demonstrated ability using a variety of office productivity software, including intermediate proficiency with MS Excel and basic proficiency with MS Word and Adobe PDF. Demonstrated ability using online collaboration tools (e.g. Box, SharePoint, and others).

Required Skill/Ability 4:
Excellent analytical ability and problem-solving skills and ability to use initiative and exercise judgment in identifying and resolving complex problems associated with bibliographic and holdings records.

Required Skill/Ability 5:
Excellent oral and written communication skills to communicate policies and work effectively and efficiently in a team setting and to establish sound working relationships with other units or departments. Ability to work independently and productively, and to organize tasks and set priorities.

Preferred Education, Experience and Skills:
Knowledge and experience with rare books and special collections. Knowledge and experience with library cataloging policies and practices and with national standards. Experience in searching and editing bibliographic records in library management systems and/or bibliographic databases. Experience in identifying and resolving problems associated with bibliographic records.

Preferred Licenses or Certifications:
Ability to push heavy book trucks, carry boxes up to 35 pounds, carry heavy volumes, reach high shelves, climb ladders, work in locations with dust, and stand or sit for long periods of time.

Drug ScreenNo
Health Screening


Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:

NoteYale University is a tobacco-free campus