Librarian (Japanese Art), IS-1410-12

Position sensitivity and risk:
Non-Sensitive/Low Risk

Who May Apply:
Open to all qualified applicants

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).

This position is located within the National Museum of Asian Art (NMAA) Library, Smithsonian Libraries and Archives (SLA), Undersecretary for Science and Research, Smithsonian Institution (SI). Co-administered by NMAA and SLA, the position is located within the NMAA.

SLA is the world’s largest museum library and archives system and provides authoritative information and innovative services for Smithsonian researchers and curators, as well as scholars and the public worldwide. NMAA’s Library (founded in 1923 alongside the Freer Gallery of Art, holds over 100,000 volumes on Asian arts and cultures. As an integral part of the museum’s collections—complementing its holdings of Asian artworks, turn-of-the-century American painting, art conservation materials, and allied disciplines—the Library serves the Smithsonian’s two Asian art museums. It collects, conserves, and makes its collections accessible while providing comprehensive services that support the institution’s research, exhibitions, publications, and educational programs, as well as serving outside scholars, students, and the public. With a half of the collection in East Asian languages and its long history, the Library is one of the most important Asian art research libraries in North America.

The primary purpose of this position is to provide reference assistance and research services in art and art history, with a focus on Japanese art and culture, to a diverse clientele of museum staff and external researchers. Key responsibilities include acquisitions, cataloging, overseeing interlibrary loan services and circulation duties, and conducting collection maintenance, digitization projects, outreach initiatives, and management of interns, student workers, and volunteers. Additional functions include collection development and maintenance, preservation, budget management and monitoring, and facilities oversight.

Collections Management (40%)

Manages and develops Library collections primarily in Japanese art and culture areas to meet the staff’s needs and support the global community of scholars who depend on the Smithsonian’s extensive resources, exercising professional judgment, subject expertise, and independent decision-making related to Japanese history, culture and art. Works collaboratively to identify, select, obtain, organize, and maintain the library’s Japanese art collections and resources, with responsibility for ensuring their long-term relevance, integrity, and accessibility.

Oversees collection maintenance, serials control, inventory, stacks maintenance, and preservation activities for Japanese language and Japan-related materials, with accountability for accuracy, compliance with SLA standards, and the physical stewardship of the collections.

Processes physical materials, such as cataloging, re-classification, filing, labeling, housing and bookplates, and shelving activities, including original and complex Japanese language materials that require specialized language skills and subject knowledge and adherence to national standards to ensure accurate bibliographic and item records, including applying standardized romanization for Japanese language materials. Makes cataloged materials fully accessible to users and contributes authority records to the Name Authority Cooperative Program (NACO) and enhancing shared national bibliographic control. Researches and evaluates products or services that improve operational efficiency and support the timely reduction of backlogs.

Strengthens collection development activities of the library through selection of materials acquired through purchase, gift and exchange, monitoring and appropriately expending allocated funds, contributing professional evaluations and recommendations to ensure responsible stewardship of resources, communicating fluently in Japanese with Japanese vendors to support timely acquisitions and ensure efficient and smooth transactions.

Monitors new databases, serials, and other resources related to Japanese art for possible trial and/or acquisition and makes data-informed, well-documented recommendations as to their acquisition, based on relevance, cost, and anticipated research impact.

Undertakes collection evaluation to inform collection management decisions, such as analyzing use and relevance, condition, authority, and uniqueness within and external to SLA. Uses results of analysis to develop and refine collections strategy and to prioritize allocation of resources.

Seeks regular input from library stakeholders to identify gaps, shortcomings, and desired additions to the collection, ensuring alignment with curatorial, research, and institutional priorities.

Uses online bibliographic, cataloging, and research tools such as the Online Computer Library Center’s World Catalog ( OCLC’s WorldCat) and the SLA’s library information systems for collections development and management activities, applying advanced search, analysis, and record-evaluation skills.

Develops and implements innovative collections-related projects and programs that may include digitization, preservation, and exhibits, acquisitions, expanding access, visibility, and scholarly engagement with the collections.

Research Support & Access (40%)

Supports the diverse and often specialized research and information needs of internal and external researchers, providing advanced and complex research consultations and project assistance and responses to requests for basic information or library assistance. Independently assesses researcher needs, determines appropriate service strategies, and provides expert-level guidance for complex or interdisciplinary projects. Responsible for library services such as circulation and interlibrary loan. Ensures that services are strategically promoted, widely known, and easily accessed by researchers across the museum and broader Smithsonian research community.

Provides routine and advanced reference responses in a timely, accurate, and courteous manner, using a range of general and subject-specific resources as required. Exercises independent professional judgment in addressing ambiguous, multifaceted, or high-impact research inquiries.

Conducts routine and advanced research; locates, evaluates, and synthesizes information from a variety of sources and formats, which could include monographic or serial publications, e-resources, archival material, ephemera, and non-English language publications particularly those in Japanese, often for complex research projects that require subject expertise, critical evaluation of sources, and synthesis across disciplines or branches/collections.

Provides advanced instruction on the use of the library services, resources, and equipment to users, such as the use of online catalogs, accessing electronic materials, scanners and copiers, space and shelving arrangement, and the policies of the SLA, including developing tailored instruction or guidance for researchers, fellows, interns, or staff with specialized research needs.

Completes interlibrary loan requests in a timely manner, including verifying citations, locating materials and ensuring suitability for circulation, packing and shipment, and tracking in SLA interlibrary loan system, and provides guidance on complex or non-routine ILL requests, including rare, fragile, or specialized materials, consultation with SLA as needed.

Circulates materials accurately and according to SLA/NMAA circulation policy. Creates and monitors patron accounts, ensures accuracy and personally identifiable information (PII) is secured according to SI and SLA regulations, and provides guidance or training to others on compliance with circulation procedures, service standards, and data protection requirements

Outreach & Professional Engagement (20%)

Develops and fosters relationships with researchers to better align collections and support with researcher needs, unit initiatives, projects, and priorities, and those of related research areas across the Smithsonian Institution, serving as a knowledgeable liaison and point of contact for Japanese art and related research communities. Engages with relevant subject fields and librarianship through individual study, participation with professional organizations, such as attendance at professional meetings, seminars, conferences, etc., maintaining current awareness of scholarly trends and professional standards. Promotes library services and collections to researchers and the public through a variety of outreach tools, such as social media, programs, tours, Advancement events, etc., with responsibility for increasing visibility, awareness, and effective use of library resources.

Regularly attends embedded unit meetings and events and stays informed of museum activities, ensuring proactive alignment between library services and curatorial, research, and exhibition priorities. Participates in NMAA, SLA, or SI committees and projects as appropriate, contributing subject expertise and advancing institutional initiatives.

Communicates regularly with NMAA members to update them on items of interest, such as developments in exhibitions and scholarly publishing, library service updates, new acquisitions, and collections highlights, acting as an informed and reliable conduit between the library and the museum community. Stays informed as to the museum’s library-related needs, interests, and concerns, and incorporates this knowledge into outreach and engagement efforts.

Generates and participates in initiatives for outreach and engagement activities tailored for the needs of internal and external researchers, including orientations to the library, tours, workshops and trainings, drop-in sessions, etc., as well as sessions designed for advanced users or library donors, with accountability for relevance, effectiveness, and alignment with institutional priorities.

OTHER SIGNIFICANT FACTS

• The position requires full professional proficiency in reading, writing, and speaking Japanese to carry out library services and communicate effectively with stakeholders.

Education and Experience: To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.

Experience required for this position is as follows:

Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.

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Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact Wendy Kennedy kennedyw@si.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo