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Processing Archivist and Records Manager

Apply now Posting #: 4505
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, Copley Library

Position Title & Department:

 Processing Archivist and Records Manager; 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 Processing Archivist and Records Manager is responsible for processing new and existing archival collections in a wide variety of formats and will help to re-establish and manage a records retention program for the University Archives in collaboration with the head of the department and university administration. They participate in the creation of finding aids, record retention schedules, 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 Processing Archivist and Records Manager works a regular schedule from Monday through Friday in the Archives, Special Collections, and Digital Initiatives Department.

Duties and 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 staff, interns and student assistants working on processing archival collections and archival digital projects

Records management 

  • Responsible for helping to create and manage records retention schedule for the University Archives in consultation with the Head of Archives, Special Collections, and Digital Initiatives
  • Plans, schedules, and implements records retention work flows 
  • Coordinates the transfer of records scheduled for retention by the archives 
  • Communicates and interacts with the university’s records creators and custodians to determine record and information management needs 
  • Analyzes costs/benefits of using archival management systems 
  • Understands and follows standards, policies and best practices related to records management 
  • Preserves the university’s website  
  • Supervises staff and student assistants working on records management projects 

Archives/Special Collections work 

  • Responsible for web archiving the university’s website and subject collections through the university’s web archiving service subscription 
  • Assists with reference and research assistance for the Archives, Special Collections, and Digital Initiatives Department
  • Monitors Archives/Special Collections Reading Room
  • Contributes to the design and maintenance of the department’s website

Other duties as assigned 

Special Conditions of Employment:

The University of San Diego is requiring all employees to follow our Covid-19 vaccine requirement process. https://www.sandiego.edu/onward/ 

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. 

Job Requirements:

Minimum Qualifications:

  • Bachelor’s degree with archives/records management coursework
  • Two years of professional archival experience 
  • Archival processing experience including accessioning, arrangement, and finding aid creation
  • Records management experience or records management coursework
  • Evidence of effective project planning, management, and completion
  • Supervisory or leadership experience

Preferred Qualifications:

  • Master’s degree with archives/records management coursework
  • Academic/research library experience in Archives/Special Collections
  • Experience using ArchivesSpace
  • Experience using digital repository platforms (for example, bepress, OAC)
  • Experience with web archiving (for example, Archive-It)
  • Experience in digital scanning, image editing, and/or web exhibits (for example, Omeka)
  • Experience using flatbed scanners (for example, Epson V750 PRO) and overhead scanners (for example, Bookeye)
  • Experience providing reference service in an archives or special collections environment
  • Experience submitting records to the Online Archive of California
  • Experience working in a secured environment 
  • Demonstrated ability to work with confidential information
  • Knowledge of preservation standards and best practices
  • Knowledge of copyright, intellectual property and privacy laws
  • Knowledge of description standards and metadata schema (for example. Dublin Core, DACS, EAD3)
  • Knowledge of integrated library systems 

Performance Expectations: Knowledge, Skills and Abilities

  • Possesses knowledge of archival theory and practice
  • Possesses knowledge of records management issues and best practices
  • Possesses knowledge of digital content standards and metadata schema (for example, Dublin Core, DACS, 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 practices related to archives, records management, and digitization
  • Enforces and follows Copley Library and University policies
Posting Salary:

$28.70 - $30.77 per hour; Excellent Benefits

The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, 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

The salary range provided in this posting reflects what we reasonably expect to pay for this position.  Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

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 hours 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, visit www.sandiego.edu/smokefree.

Advertised: Pacific Standard Time
Applications close:

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Notice of Availability: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), the Annual Security and Fire Safety Report is available at www.sandiego.edu/safety/documents/annualreport.pdf. This report is published by October 1st of each year and includes current institutional policies and procedures concerning campus safety and security; fire safety and evacuation policies; sexual misconduct and relationship violence reporting and response stands and protocols; and crime and fire statistics for the three previous calendar years. To request a paper copy, please contact the Clery Act Compliance Manager via email at clery@sandiego.edu, by calling (619) 260-4768, or in-person in the Hughes Administration Center, room 150.