Physical Inventory Associate

All full-time university staff are eligible for VCU’s robust benefits package that includes: comprehensive health benefits, paid annual and holiday leave granted up front, generous tuition benefit, retirement planning and savings options, tax-deferred annuity and cash match programs, employee discounts, well-being resources, abundant opportunities for career development and advancement, and more. Learn more about VCU’s benefits here.

The purpose of Physical Inventory is to account for the organization, maintenance, and locations of physical material on library shelves in order to create an accessible and accurate collection for patrons. Online data analyses of item records work in tandem with hands-on interactions with the material to create assessments for updating collection decisions. The inventory process ensures physical care for materials by managing the library’s shelf structure, space availability, damaged and worn items, offsite and basement storage spaces, environmental conditions, and overall item placement.

The position of Physical Inventory Associate assists in the daily operations of maintaining collections at Cabell Library and its storage location on campus. The position works in conjunction with departments such as circulation, cataloging, interlibrary loan, collections care, and acquisitions by accounting for physical inventory and maintaining items as they are transferred. Associates ensure that day-to-day operations align with short-term goals and objectives; may help supervisors develop projects or implement new work procedures; and may serve as liaisons between internal departments or functional areas. They may serve as resources for student and hourly employees. Associates work under supervision, resolving routine issues and referring more complex issues to their supervisors.

The successful candidate will work primarily on the Monroe Park campus, but will need to travel to the MCV campus as needed. This position will report to the Physical Inventory Manager.

Typical Duties

• Physical Inventory Maintenance: 

  • Work with the Physical Inventory Manager to plan and execute review projects for collections onsite and in storage. 

  • Engage in the physical labor of lifting, moving, and shelving inventory through small and large projects to stage off material and shift collections.     

  • Carry out visual and digital review of the library’s collection using thorough analyses in Alma Analytics, Google Drive, and Microsoft Excel. Ensure accuracy of item record, inventory, and shelving data for library materials.

  • Conduct continuous workflows related to the physical inventory, including shifting, deaccessioning, inventorying, and weekly transfers between onsite and offsite storage utilizing library vehicles.

  • Facilitate large pull projects involving withdrawals and investigations of inventory items in need of review.

• Stacks Support Maintenance: 

  • Monitor the conditions of library materials in the stacks and in reshelving to ensure collections are housed safely and accessibly.

  • Collaborate with other library departments to resolve inventory needing physical and cataloging corrections. 

  • Determine space requirements to accommodate current capacity and anticipate future growth and shelf stability.

• Storage Space Maintenance: 

  • Oversee the day-to-day operations and upkeep of the library’s storage spaces by monitoring environmental variables and submitting maintenance requests as needed .

  • Support Physical Inventory student workers and hourly employees by troubleshooting issues in processing, training for new tasks, and clarifying workflow procedures.

  • Generate support documentation on all work processes, procedures, and safety recommendations.

Required Education and Experience

• High school diploma or equivalent

• Previous experience in inventorying

• Demonstrated ability to plan and implement projects

• Excellent communication, interpersonal, and organizational skills

• Strong attention to detail

• Ability to take initiative and work independently

• Proficiency in Microsoft Office (Word, Excel, etc.) and Google Suite (forms, docs, etc.)

• Excellent collaboration skills

• Good problem-solving skills (Ability to design and implement solutions)

• Ability to meet deadlines and manage competing priorities

• Demonstrated flexibility when working independently and on teams

• Demonstrated experience working in and fostering a diverse faculty, staff, and student environment or commitment to do so as a staff member at VCU