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University Records Archivist

Application Window

Open date: November 4, 2022

Most recent review date: Saturday, Nov 19, 2022 at 11:59pm (Pacific Time)
Applications received after this date will be reviewed by the search committee if the position has not yet been filled.

Final date: Saturday, May 4, 2024 at 11:59pm (Pacific Time)
Applications will continue to be accepted until this date, but those received after the review date will only be considered if the position has not yet been filled.

Position description

Title – University Records Archivist
Payroll Title: Assistant/Associate Librarian

Description:
This position will be supervised jointly by the UCSF Records Management Coordinator and the UCSF Archivist. The University Records Archivist will be responsible for efficiently transferring a backlog of Chancellor/EVCP administrative records that dates back 20+ years to Archives & Special Collections. The University Records Archivist will review and appraise materials currently kept in storage to identify records of enduring historical value based on the UC records retention schedule as well as UC Records Management Policies, and procedures governing the management of university records. This is a media neutral review, so records and documents that exist in both print and digital form will be assessed. The University Records Archivist will arrange and describe the unprocessed material, create or update finding aids, upload them to the Online Archive of California (OAC), collaborate with the library’s technical services team to create catalog records and update the University Archives section on the archives’ website. These permanent records will be processed and cataloged for ease of access by university administrators, researchers, and other users. In addition, the University Records Archivist will establish workflows for timely transfer of similar records in compliance with records retention schedules, legal and regulatory requirements, and university policies.

Responsibilities:
30% of time

  • Collaborate with University Archivist and Records Manager to appraise backlog of Chancellor/EVCP administrative records materials currently kept in storage to identify the records of enduring historical value and transfer these materials to A&SC based on the UC records retention schedule.
  • Consult with University Archivist and Records Manager to identify materials that should be deaccessioned and deaccession these items. Identify materials that require conservation treatment.
  • Identify material to be restricted in accordance with university administrative restriction policy, Office of Legal Affairs recommendations, and federal laws, including HIPAA, FERPA, and local regulations.

5% of time

  • Publicize project collections through social media, Archives & Special Collections blog Brought to Light, and Library website.

10% of time

  • Select and digitize materials according to archival standards and best practices, create metadata for digital objects in DAMS and post them on Calisphere.

10% of time

  • Develop workflows for timely transfer of chancellor and EVCP records in compliance with records retention schedules, legal and regulatory requirements, and university policies.

45% of time

  • Arrange and describe archival collections according to professional standards and current archival procedures.
  • Execute processing plans, create DACS compliant EAD finding aids for the collections using archival management software (e.g., ArchivesSpace), post finding aids on the Online Archive of California. Work with library’s technical services to develop collection-level MARC records that comply with UCSF practices.

Required Qualifications:

  • Master’s degree from an ALA-accredited institution in archival administration, or Master's degree in a related field with relevant experience.
  • Minimum of 2 or more years of experience in a special collections and archives setting with focus on accessioning, appraising, arranging, describing, and preserving archival collections and preparing finding aids of varying size and complexity.
  • Understanding of and commitment to the standards, ethics, security guidelines, and best practices in use by special collections professionals and related professional groups including ACRL’s Rare Books and Manuscripts Section and the Society of American Archivists.
  • Experience working with ArchivesSpace and other collection management systems.
  • General knowledge of cataloging, archival processing, digitization, and conservation methodologies and standards used in rare book and manuscript libraries.
  • Demonstrated ability to organize and prioritize work, with strong project management skills, and the ability to use considerable judgment and take initiative.
  • Excellent written communication skills to compose archival materials descriptions.

Preferred Qualifications:

  • Experience accessioning or processing collections containing born-digital and/or a/v materials.
  • Experience with university archives.
  • Demonstrated ability to develop written project documentation, process procedures, reports, etc.

Limited position, lasting 1 year from the date of hire.

Please apply online at: https://aprecruit.ucsf.edu/JPF04228 with cover letter, CV, statement of contributions to diversity, and contact information for three references. Applicant materials must list current and/or pending qualifications upon submission. The selected candidate must meet all of the qualifications at the time of appointment.

Application Requirements

Document requirements
  • Cover Letter

  • Curriculum Vitae - CV must clearly list current and/or pending qualifications (e.g. board eligibility/certification, medical licensure, etc.).

  • Statement of Contributions to Diversity - Please see the following page for more details: https://diversity.ucsf.edu/contributions-to-diversity-statement

  • Statement of Research (Optional)

  • Statement of Teaching (Optional)

  • Misc / Additional (Optional)

Reference requirements
  • 3 required (contact information only)

Campus Information

As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy found here: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19.

UC San Francisco seeks candidates whose experience, teaching, research, or community service that has prepared them to contribute to our commitment to diversity and excellence. The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

Job location

San Francisco, CA