Digital Reformatting Coordinator

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Created: December 11, 2015


Digital Reformatting Coordinator (Academic Professional)
University Library
University of Illinois at Urbana-Champaign

Duties and Responsibilities: Reporting to the Preservation Librarian, the Digital Reformatting Coordinator manages the Preservation Services Unit’s contributions to the library’s large-scale digitization efforts, with emphasis on monographic and newspaper digitization. This currently includes the externally vended digitization of print volumes bound for access systems such as the Internet Archive, and HathiTrust Digital Library, as well as newspapers digitized from microfilm and print bound for access systems such as the Library of Congress’s Chronicling America and the library’s own Illinois Digital Newspaper Collections. The successful candidate will have a strong knowledge of digital library practices, and practical familiarity with project management techniques. He or she will have demonstrable excellent interpersonal, organizational, oral, and written communication skills and strong service orientation.

The Digital Reformatting Coordinator will:
  • Coordinate large-scale digitization services for an evolving set of preservation and access repositories by reviewing new projects placed in queue, identifying and tracking budgets for vended services, managing and prioritizing projects, and shepherding communication among stakeholders
  • Assist content owners in identifying and planning digital reformatting projects appropriate for outsourced services and lead their implementation.
  • Track outsourced digitization projects through workflow stages to ensure coordination between vendors responsible for digital production, metadata creation, and ingest into appropriate digital systems.
  • Develop efficient project workflows and manage the day-to-day operations for the reformatting of paper and microfilm materials via digitization.
  • Manage budget and track expenditures allocated for digital and microfilm services, including overseeing the communication, reproduction, and invoicing activities related to vended services, and reporting on expenditures for grants.
  • Hire and train staff in the preparation of materials for reformatting, and quality inspection procedures for vendor products.
  • Execute scripts required to create digital object packages for deposit in preservation and access systems.
  • Research copyright status of materials to be digitized and ensure online access of appropriate materials.
  • Identify vendors and regularly complete bids for competitive services.
  • Assist in the preparation of grant proposals.

Environment: The University of Illinois at Urbana-Champaign (UIUC) Library is a leader in the delivery of user services, and active programs in information, instructional, access, and scholarly services help the Library to maintain its place at the intellectual heart of the campus. The Library also holds one of the preeminent research collections in the world, encompassing more than 12 million volumes and a total of more than 23 million items. The Library is committed to maintaining the strongest collections and service programs possible, and to engaging in research, development, and scholarly practice - all of which support the University's missions of teaching, research, and public engagement. The Library employs approximately 90 faculty members, and more than 300 academic professionals, staff, and graduate assistants. For more information, see:

The Preservation Services Unit at the University of Illinois Library operates with the holistic vision of developing a comprehensive preservation, conservation, and imaging program for the entire library system.  The Conservation Lab consists of both collections conservation as well as special collections conservation functions in a shared 5,000 square foot lab space, and employs two endowed professional conservators as well as support staff, graduate students, hourly student assistants, volunteers and conservation interns.  The Unit also assists in the education, planning and development of the overall preservation program for the Library. For more information on the Preservation Services program, visit

  • ALA-Accredited Master’s degree in library and information science
  • Demonstrated experience  assessing, analyzing, planning, and solving problems creatively and collaboratively in a complex, rapidly-changing environment
  • Demonstrated experience managing complex projects with minimal supervision, to balance competing priorities, and to meet deadlines
  • Familiarity with library digitization practices
  • Familiarity with file format standards for books and newspapers
  • Effective written, oral, and interpersonal skills

  • Experience with digital library access platforms such as HathiTrust, Internet Archive, or Veridian
  • Working knowledge of library metadata standards
  • Experience writing technical specifications for digital library projects
  • Two or more years of professional experience in project management
  • Two or more years of professional experience in library digitization
  • Experience assessing the copyright status of library materials for digitization
  • Supervisory experience

Terms of appointment:  Twelve-month appointment; 24 annual vacation days; 11 annual paid holidays; 12 annual sick-leave days (cumulative), plus an additional 13 sick-leave days (non-cumulative) available, if needed, each year; health insurance requiring a small co-payment is provided to employee (with the option to purchase coverage for spouse and dependents); required participation in State Universities Retirement System (SURS) (8% of annual salary is withheld and is refundable upon termination), with several options for participation in additional retirement plans; newly-hired employees are covered by the Medicare portion of Social Security and are subject to its deduction.
Position Available:  The expected start date is as soon as possible after the closing date. 
Salary:  Salary is competitive and commensurate with experience and credentials.

Campus and Community: The University of Illinois at Urbana-Champaign is a comprehensive and major public land-grant university (Doctoral/Research University-Extensive) that is ranked among the best in the world. Chartered in 1867, it provides undergraduate and graduate education in more than 150 fields of study, conducts theoretical and applied research, and provides public service to the state and the nation. It employs 3,000 faculty members who serve 31,000 undergraduates and 12,000 graduate and professional students; approximately 25% of faculty receives campus-wide recognition each year for excellence in teaching. More information about the campus is available at

The University is located in the twin cities of Champaign and Urbana, which have a combined population of 100,000 and are situated about 140 miles south of Chicago, 120 miles west of Indianapolis, and 170 northeast of St. Louis. The University and its surrounding communities offer a cultural and recreational environment ideally suited to the work of a major research institution. For more information about the community, visit: or

To Apply: To ensure full consideration, please complete your candidate profile at and upload a letter of interest, resume, contact information including email addresses for three professional references.  Applications not submitted through this website will not be considered. For questions, please call: 217-333-8169.

Deadline:  In order to ensure full consideration, applications and nominations must be received by January 8, 2016.

The University of Illinois conducts criminal background checks on all job candidates upon acceptance of a contingent offer.

Illinois is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran,  status as a qualified individual with a disability, or criminal conviction history. Illinois welcomes individuals with diverse backgrounds, experiences, and ideas who embrace and value diversity and inclusivity. (


Published: Friday, December 11, 2015 14:39 UTC

Last updated: Tuesday, February 28, 2017 23:41 UTC