University Archivist (Special Collections)

The University Archivist directs and administers activities involved in the acquisition, description, preservation, and dissemination of records pertaining to the mission of Special Collections or generated by St. Mary's University. The position will ensure the accessibility of research collections in a variety of formats by working collaboratively with librarians, library staff, and other departments. This is a professional position without faculty status and non-tenure track.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Develops a long-term vision for the unit that fits the strategic plan of the university and the library; Develops and disseminates appropriate policies and procedures.
• Serves as an advocate for the collection and use of the records of StMU. Develops strong relationships across the University community in order to advise on retention and preservation of records and ensure the regular transfer and long-term preservation of both physical and born-digital materials.
• Partners with University departments in order to facilitate records transfers; survey and appraise University records not yet in the Archives; and oversee orderly transfer of records. Trains University office personnel regarding scheduling, disposition, and transfers of office records. Maintains records of transfers and of contents and locations.
• Processes and manages archival and manuscript collections, including appraisal, accessioning, preparation of processing plans, arrangement and description, security, access, and preservation of materials in all formats and collecting areas according to best practices; Identifies items with preservation or conservation concerns and works with library management to determine an appropriate plan.
• Oversees donations, departmental transfers, and usage requests for Special Collections and University Archives; Creates and maintains thorough administrative documentation as pertains to acquisitions and record transfers, records retention schedules, reference interactions, copyright negotiations, and finances, etc.
• Collects, preserves, and provides access to materials that document the history of St. Mary's University; Maintains Special Collections, including determining if items meet criteria under the collection development policy for inclusion in the collection.
• Provides specialized reference assistance to scholars and university community; Participates in monitoring patrons in the Special Collections room; Provides written reports on the monthly usage of Special Collections and University Archives and prepares an annual report on usage services.
• Participates in research initiatives utilizing Special Collections resources and archival records in order to advance public understanding of St. Mary's University and its Hispanic-Serving Institution designation to support the goals and mission of the university.
• Prepares references documents such as subject guides and finding aids; Engages in outreach initiatives among students, faculty, administration, and public user groups.
• Develops, designs, and manages special projects such as oral histories, displays, and online exhibits; Plans and oversees digitization projects and collaborates with stakeholders to maintain and expand the library's digital collections.
• Creates original cataloging for items in Special Collections for input into OCLC database; Collaborates with the Cataloging team on Special Collections cataloging projects; Consults on metadata creation for both Library and digital projects with other departments.
• Provides reference, learning, and engagement support to departments and programs including course-integrated instruction, collection development (tangible and digital formats), and research consultations specifically related to Special Collections and University Archives.
• Designs, implements, integrates, and assesses library/information literacy related learning modules, OERs, tutorials, and other learning objects and experiences (online and on-campus) that develop students' knowledge of and expertise in library resources, enhance learners' research skills, and support active, effective, and equitable learning experiences.
• Stays abreast of innovations, best practices, and trends in special collections and archives and applies new rules, interpretations, and techniques as appropriate.
• Engages in and contribute to the profession through continuing learning, service, research, presentations, or professional communications.
• Participates in library, university, and community organizations and committees as opportunities arise.
• Performs other duties as assigned.

QUALIFICATIONS:

• Graduate degree from an ALA-accredited institution, or its appropriate equivalent from another country, specializing in Archival Studies or a related discipline with formal training in archival management.
• 2 years of experience working with stakeholders and material in an archives or records management settings.
• Professional experience working in an academic special collections department or archives preferred.
• Certification in records management, a plus.
• Must clear and maintain a favorable background investigation and clearance.
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis.
• Must have excellent verbal and written communication skills; Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university.
• Must have high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
• May be required to work more than 40 hours a week, depending on the event schedule.
• Demonstrates a commitment to a campus culture that promotes and values inclusion, diversity, equity, and access; promotes a welcoming environment for all internal and external constituencies.
• Demonstrated commitment to customer service, diversity and inclusion, and an enthusiasm for identifying new opportunities to enhance library services and build partnerships across campus.
• Demonstrated knowledge and experience of current archival preservation, management, collection management software, and emerging technologies and their application in academic libraries, archives, and special collections.
• Demonstrated knowledge of the current copyright law and its application in libraries and universities.
• Demonstrated knowledge of and experience with library information technology, systems, products and delivery technologies that support access to library materials; LibGuides, MS Office (Word, Excel, PowerPoint, and Outlook), social media platforms and web-based communication, information and collaboration tools; Familiarity with trends in library technology related to digitization.
• Ability to establish and maintain effective working relationships with Library staff.

PHYSICAL DEMANDS:

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• May sit for extended periods of time while assisting patrons.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 25 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.