Overview:
Printed Matter, a non-profit organization dedicated to the dissemination, understanding, and appreciation of artists’ books and related publications, seeks a Bibliographer & Inventory Manager. With a Chelsea storefront and East Village satellite location, Printed Matter is committed to bringing “artwork in book form” to the broadest public possible and strengthening the possibilities of the medium. Beyond our distribution services, we offer many programs to artists and the public, including a publishing program, artists’ book-focused exhibitions, one of the world’s most extensive online bibliographic catalogs of artists’ books, a full calendar of book related events, as well as Printed Matter’s annual NY and LA Art Book Fairs.
Job Summary:
The Bibliographer & Inventory Manager processes new inventory and restocks for Printed Matter at large, including its two bookstores in Chelsea and the East Village, and its online store. The Manager also plays a key role in the annual inventory count and reconciliation process. The position also contributes to aspects of Printed Matter programming through special projects. The Manager oversees the Assistant Bibliographer who lends support in processing inventory and helps to maintain the organization’s bibliographic database.
Primary Responsibilities:
Inventory Check-In
● Receive and check-in new inventory and restocks
● Create bibliographic and inventory records (including calculating correct costs, discounts, foreign currency conversions)
● Photograph or scan covers and selection of interior pages
● Write and/or source book synopsis
● Process and check-in donated and OP inventory on an ongoing basis
● Manage “New Arrival” check-in calendar (items to be checked-in as they’re received)
Inventory and Supplier Management & Record Keeping
● Update supplier and inventory records (price, cost, consignment terms, etc.) when necessary with focus on out of print materials
● File consignment contracts, restock forms, purchase invoices and donations-in-kind (digitally, etc.)
● Correspond/communicate with suppliers
● Troubleshoot and correct inventory discrepancies including negative stock for Chelsea and St Marks
● Support Finance & HR Manager in correcting faulty supplier/consignment accounts
● Support with ordering consigned restocks in communication with Distribution Manager
● Manage post-exhibit and special event returns and write-offs as well as periodic write-offs due to inventory shortage, missing items, etc.
Annual Inventory Count & Reconciliation
● Play a key role in annual inventory count and reconciliation
● Lead the inventory agenda in partnership with the Operations Manager in both Printed Matter locations – Chelsea and St Marks
● Pre-audit inventory data, including negative amounts, missing transfers and damaged inventory
● Assess possible inventory write offs, reconcile discrepancies and register found inventory
● Aid Finance & HR Manager in reconciling data for the final inventory reports
● Contact artists and publishers for possible consignment returns
Book Submissions Review
● Coordinate and participate in submission review sessions
● Supervise acceptance/rejection processing
● Maintain accepted submissions shelf; review unfulfilled accepts on regular basis; supervise supplier follow up and thinning of shelves
● Follow up on missing accepted submissions on a monthly basis
Bibliographic Backlog
● Recruit and hire bibliographic interns with support of Finance & HR Manager
● Supervise ongoing updating of inventory records with missing or inadequate bibliographic info, images, and/or synopses
Social Media and Marketing
● Produce and post one inventory item per day on Instagram in collaboration with the FT Sales Associate
● Communicate w/ other staff to coordinate Social Media postings
● Assist in the creation of OP emails and other sales initiatives on a semi-frequent basis (suggesting groupings to feature, updating photos, synopses, etc.)
Programming
● Support book ordering and restocks when needed, including for PM’s participation in fairs
● Identify potential themes for thematic displays and mini exhibitions at the Chelsea store
● Participate in programming by pitching book launches
Qualifications:
● Knowledge of and passion for the field and history of artists’ books and Printed Matter’s mission
● A minimum of three years professional experience in an arts organization, library, non-profit or commercial enterprise
● Previous bibliographic and/or cataloging experience
● Library Science degree preferred
● Previous experience with social media promotion, especially Instagram
● Proclivity for social media marketing
● Clear and concise written and oral communication abilities
● Impeccable attention to detail, highly organized
● Ability to work at a quick pace and process information rapidly and accurately
● Ability to work both independently and closely in collaboration with a small team
Compensation:
Salary range: $53,500-$57,000. This is a full-time union position. Benefits include paid holidays, generous paid vacation, and an employer-paid health plan. The Bibliographer & Inventory Manager’s work week is Monday through Friday. The ability to work occasional evenings and weekends is required. This position reports to the Distribution Manager and Executive Director.
To Apply:
To apply, please send a cover letter detailing your experience and interest in the position, your resume, and three short writing samples (200-450 words – preferably artists’ book / publication descriptions) to jobs@printedmatter.org.
Please include Bibliographer & Inventory Manager in the subject line and combine all documents into a single PDF file.
Applications will be reviewed on a rolling basis until December 2nd, 2022. We encourage you to apply early.
We highly encourage applicants from underrepresented backgrounds to apply. Printed Matter cultivates a diverse workplace and provides equal employment opportunities to all employees and applicants, and does not tolerate discrimination or harassment of any type with regard to race, color, religion, national origin, ethnicity, ancestry, age, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender, gender identity, marital status, partnership status, disability, genetic information, alienage, citizenship, military or veteran status, status as a victim of domestic violence/stalking/sex offenses, unemployment status, or any other legally prohibited basis in accordance with federal, state and city laws.
