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Processing Archivist and Records Assistant (Library Assistant 3)

Apply now Posting #: 3565
Position Status: Full-time regular
Location: San Diego
Position Type: Copley Library, Staff

Position Title & Department:

 Processing Archivist and Records Assistant; Copley Library
Posting #


Department Description:

The Helen K. and James S. Copley Library, located on the west end of the campus, currently houses over 500,000 volumes. Collections include books, journals, reference works, databases, government documents, newspapers and electronic journals in many languages, as well as maps, videos, sound recordings, microforms and rare books.

University Description:

The University of San Diego, a contemporary and engaged Roman Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

Under the supervision of the Head of Archives, Special Collections, and Digital Initiatives, the Records Assistant 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 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 Assistant 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.

Duties & Responsibilities:

  • 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 Archives/Digital Initiatives Assistant to devise and implement digitization for selected archival collections
    • Supervises interns and student assistants working on processing archival collections and archival digital projects 
  • Records management
    • Assists in the creation and management of records retention schedule for the University Archives
    • Assists in the planning, scheduling, and implementing 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
    • Analyzing costs/benefits of using archival management systems
    • Assists in documenting standards, policies and best practices related to records management
    • Preserves the university’s website through the university’s web archiving service subscription
    • Supervises student assistants and interns working on records management projects 
  • Archives/Special Collections work
    • Preserves established subject collections through the university’s web archiving service subscription
    • 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 
Job Requirements:

Minimum Qualifications: 

  • Bachelor’s degree
  • Two years academic/research library experience in Archives/Special Collections
  • Archival processing experience including accessioning, arrangement, and finding aid creation
  • Records management knowledge
  • Digital scanning experience

Preferred Qualifications:

  • Records management experience
  • Archives and/or records management coursework
  • Web-archiving experience (e.g. Archive-It)
  • Evidence of effective project planning, management, and completion
  • Supervisory experience
  • 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)
  • 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 student workers and interns
  • 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

Tools & Equipment Used:

Processing Archivist and Records Assistant works with Adobe applications, Archive-It, bepress, EAD3, Microsoft Office, Innovative Interfaces’ OPAC, OPUS Freeflow, Oxygen, Qualified Dublin Core; computers; general office equipment; media equipment and book carts.

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. 

Posting Salary:

Commensurate with experience; Excellent Benefits. 

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 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

Special Application Instructions:

Resume and Cover Letter Required

Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review.  If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at jobs@sandiego.edu

Additional Details:

Hours: 37.5

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, visit www.sandiego.edu/smokefree.

Advertised: Pacific Daylight Time
Applications close:

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