Records Manager & Processing Archivist
University of San Diego
Department: Copley Library
Under the supervision of the Head of Archives, Special Collections, and Digital Initiatives, the Records Manager and Processing Archivist is responsible for establishing and managing a records retention program for the university archives and processing new and existing archival collections in a wide variety of media formats. They participate in the creation of record retention schedules, finding aids, and digital collections for archival material, as well as providing supervision and training for support staff. The person in this position also provides research assistance and monitors the Archives/Special Collections Reading Room. This individual must have excellent organizational skills and possess a keen attention to detail. They will work in a highly collaborative work environment, which requires the ability to work with a range of departments across the university and the library. The Records Manager and Processing Archivist works Monday through Friday from 8:00 a.m. to 4:00 p.m. in the Archives, Special Collections, and Digital Initiatives Department. This employee works under the supervision of the Head of Archives, Special Collections, and Digital Initiatives. This employee supervises a graduate student or students and may supervise a staff employee while working in the Archives, Special Collections, and Digital Initiatives Department.
Duties and Responsibilities:
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.
Records management Responsible for creation and management of records retention schedule for the University Archives
Plans, schedules, and implements records retention work flows
Coordinates the transfer of records scheduled for retention by the archives
Communicates and interacts with University records creators and custodians to determine record and information management needs
Analyzes costs/benefits of using archival management systems
Documents standards, policies and best practices related to records management
Preserves university's website data having enduring value or unique significance
Supervises staff and student assistants working on records management projects
Processing university records, associated archival collections and personal papers
Accessions, arranges, describes, and preserves archival collections
Advises on workflow improvement, policy-setting, and technologies and tools related to archival arrangement and description.
Provides input on logistics and resource allocation for archival collections
Collaborates with the Department Head, Digital Initiatives Librarian, and Cataloging Department to devise and implement digitization for selected archival collections
Supervises staff and student assistants working on processing archival collections and archival digital projects
Archives/Special Collections work
Assists with reference and research assistance for Archives, Special Collections, and Digital Initiatives Department
Monitors Archives/Special Collections Reading Room
Helps to design and maintain the department's website
Other duties as assigned
Two years academic/research library experience in Archives/Special Collections
Records management experience
Archives processing experience including accessioning, arrangement, and finding aid creation
Evidence of effective project planning, management, and completion
Archives and/or records management coursework
Experience using Archive-It
Knowledge of copyright, intellectual property and privacy laws
Knowledge of description standards and metadata schema (e.g. Dublin Core, MARC, RDA, DACS, EAD3)
Knowledge of digital repository platforms (e.g., bepress, OAC, DSpace)
Experience in digital scanning, image editing, and/or web exhibits (e.g. Omeka)
Experience using platform scanners (e.g. Bookeye)
Experience with Online Archive of California
Knowledge of Millennium integrated library systems
Experience providing reference service in an archives or special collections environment
Experience working in a secured environment
Demonstrated ability to work with confidential information
Knowledge of preservation standards and best practices
Performance Expectations: Knowledge, Skills and Abilities
Possesses knowledge of records management issues and best practices
Possesses knowledge of archival theory and practice
Possesses knowledge of digital content standards and metadata schema (e.g. Dublin Core, MARC, RDA, EAD)
Possesses knowledge of digital scanning, image editing, and/or web page design
Possesses knowledge of Archives and Special Collections work routines
Possesses knowledge of copyright law and Copley Library/USD copyright policy
Ability to manage and prioritize multiple tasks and projects, working cooperatively with others or independently.
Ability to train, supervise, and evaluate staff and student workers
Ability to provide reference and research assistance
Strong service orientation and problem solving skills
Ability to handle complex analytical and detailed work
Ability to be flexible and agile
Ability to work with sensitive and confidential information in an appropriate manner
Excellent interpersonal, oral, and written communications skills
Demonstrates a commitment to continuous learning and to current trends related to
archives, records management, and digitization
Enforces and follows Copley Library and University policies
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Salary: Commensurate with experience; Excellent Benefits.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Hours: 37.5 per week
Closing date: Open Until Filled
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visitwww.sandiego.edu/smokefree.
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Location/Region: San Diego, CA