Archiving Assistant Jobs in Wisconsin (NOW HIRING)

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.
Job Category:
University Staff
Employment Type:
Regular
Job Profile:
Library Assistant III
Job Summary:
University Archives and Records Management is part of the UW-Madison Libraries and is the primary home for collections documenting UW-Madison's rich history. Its mission is to preserve and promote university history by collecting and providing access to a diverse array of archival materials that have permanent historical value. Located in Steenbock Library, the Archives' collections span the full history of the university and include faculty papers, administrative and departmental records, student organizational records, and documentation of campus life and culture. We collect and care for a variety of formats including paper correspondence, minutes and reports, photographs, film, audio and video recordings, scrapbooks, and electronic files of permanent historical value. We run a robust Oral History Program, provide records management services, and serve as an educational resource encouraging administrative and scholarly research among students, faculty, staff, and the general public. Our collections include over 36,000 linear feet of paper and published material, 2.5 million photos, over 2,100 oral histories, 4,500 audiovisual materials, 8,500 audio recordings, memorabilia, campus publications and other University records.
The UW-Madison University Archives and Records Management unit is seeking a highly motivated, service-oriented person to assist with administrative services, public services and research support, collection management, oral history, preservation, and outreach. The successful applicant will act as the University Archives' primary facilities management contact, perform stack management duties, and assist staff in hiring student employees. The ideal candidate will be flexible, have keen attention to detail, respond well to multiple competing demands, communicate effectively, and be able to work independently and as part of a team.
The successful candidate will perform a variety of duties, including, but not limited to:

• Receives and accessions new acquisitions of archival collections; oversees re-housing and stabilization of collections for processing preparation.
• Collaborates with Records Management staff to follow and complete collection deaccessioning workflows and procedures.
• Assists with Oral History Program administrative duties as assigned by the Distinguished Oral Historian (i.e. processing oral history interviews, scheduling oral history interviews, assisting with programming and outreach, and other administrative tasks).
• Performs basic preservation tasks such as environmental monitoring, re-housing collections, creating enclosures in consultation with University Archives and Records Management staff and the Libraries' Preservation Department.
• Manages and orders supplies.
• Performs stacks management and stacks maintenance duties. Retrieves and re-shelves archival collections.
• Fulfills most duplication requests for local and remote researchers, and performs other duplication duties as assigned. Investigates copyright status for all duplication requests.

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
This position is full-time, 100%.
Ongoing/Renewable
Key Job Responsibilities:

• Hires, trains, and guides student employees and monitors student workflows (5%)

• Provides complex support to the day-to-day operations of library services to provide guidance in the use of library information resources, operations, and policies; or to acquire, prepare, and preserve library information resources for use (15%)

• Contributes to the development of policies and procedures (10%)

• In coordination with the University Archivist, serves as the primary facilities manager for University Archives and Records Management, and primary contact with Steenbock Library Building Manager. Often interacts with other campus facilities staff and and external contractors (10%)

• Participates in committee work within the library and the university (5%)

• May assist and educate both face-to-face and remote customers in the use of technologies and tools to create, seek, use, and manage information (5%)

• Interprets policies and procedures to answer non-routine questions and resolve complex issues (5%)

• Actively participate in an inclusive, welcoming and respectful workplace (5%)

• Utilizes designated library systems, tools, standards, and practices to locate, retrieve, and organize; or describe, edit, preserve, and reformat a variety of library information resources (15%)

• May create invoices, process complex orders, and resolve any purchasing discrepancies (5%)

• Conducts reference searches to locate relevant materials and answer questions as needed (10%)

• Utilizes library software and systems to retrieve, enter, and report on data using a wide variety of applications (5%)

• Provides complex library services support in absence of a supervisory authority. Acts as a resource to other library staff (5%)

Department:
Libraries, Archives
Compensation:
Starting salary will be based on experience and qualifications. Well-qualified applicants can anticipate earning between $19.00 - $20.50, with final salary based on experience and qualifications.
This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf.
Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).
Required Qualifications:

• Demonstrated proficiency using standard office software, including word processing and spreadsheet applications.
• Demonstrated experience working in a library, archives, or higher education setting
• Ability to reach, bend, stoop, and lift full record storage cartons (not greater than 50 lbs.), maneuver a fully loaded cart, and to go up and down stairs, ladders, and step stools with or without an accommodation.

Preferred Qualifications:

• Experience working in a customer service or other public-facing role
• Experience working with student employees
• Ability to work independently and as part of a team
• Demonstrated ability to manage multiple competing priorities while maintaining attention to detail, and meet deadlines
• Ability to identify and analyze problems and develop effective solutions
• Demonstrated ability to communicate clearly and effectively

Education:
High School Diploma or equivalent required.
How to Apply:
Click the "Apply" button to start the application process.
You will be prompted to upload the following documents:

• Resume
• Cover Letter

Applicants should attach a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process.
References will be requested from finalists only and are not required with the initial application. Reference requests will be sent via email from SkillSurvey.
Failure to submit the required documents will result in no longer being considered for the position.
Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.
Contact Information:
Abram Hopp, abram.hopp@wisc.edu, (608) 890-1795
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.
Institutional Statement on Diversity:
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.