Archivist

Position Title:
Archivist

Position Type:
Regular

Salary Range:
Senior Assistant Librarian

Hiring Salary Range: $69,600 - $81,850 annually; commensurate with experience

Associate Librarian

Hiring Salary Range: $83,500 - $98,200 annually; commensurate with experience

Librarian

Hiring Salary Range: $96,600 - $113,600 annually; commensurate wtih experience

Pay Frequency:
POSITION PURPOSE

Under the general direction of the Head of Archives & Special Collections, the Archivist increases access to and visibility of original and unique research materials. This position is responsible for collecting, accessioning, organizing, describing, preserving and making archival resources available in a timely manner. Archival resources include official records of the University, personal papers, manuscripts, and other historical records in a variety of formats, including paper-based documents, photographs, maps, architectural drawings, microforms, film, audio, video, artifacts and born-digital materials. The Archivist collaborates with the Department Head and other colleagues within and outside of the department to assess and accession new collection materials and work toward larger project goals. Priorities for this position's work will be to ensure not only that incoming materials are documented in a timely manner, but also to collaborate in developing strategies for addressing legacy descriptive and arrangement practices, engaging in reparative archival description work, and to improve discoverability of collection materials, particularly those created by individuals and groups from underrepresented communities.

Department Profile

The Department of Archives & Special Collections administers the original and unique research materials held by the University Library, including the historical records and scholarly output of Santa Clara University as well as the rare books and other research collections acquired to support the University's mission since its founding by Jesuits in 1851. Our collections focus on areas relevant to the University's role as a Jesuit, Catholic university in the heart of Silicon Valley and as the oldest operating institution of higher learning in California, with a history integrally connected to Mission Santa Clara, one of California's original missions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Appraisal, Arrangement, and Description (45%)

Receives, surveys, appraises, and accessions archival materials in all formats. Deaccessions and rehomes material when appropriate, in consultation with the Department Head and relevant stakeholders.
Determines appropriate processing and description levels and practices, ensuring that description is made available in a timely manner. Makes, documents, and executes decisions about future arrangement or description enhancements that may be necessary.
Organizes archival collections, creates and maintains finding aids, and provides bibliographic access to archival resources in the library's online public catalog and discovery platform.
Researches and documents provenance and collection history. Creates and maintains authority records.
Prepares deeds of gift, records transfer forms, or other collection documentation forms, and maintains collection information files in print and collection management software.
Enhances the discovery, use, and sharing of archival resources by contributing descriptive content to major cooperative databases such as OCLC/WorldCat and the Online Archive of California.
Serves as a point of contact for feedback on collection description, managing and/or executing the remediation of legacy finding aids and catalog records.
Works with the Head of Archives & Special Collections to establish priorities for the processing of collections.

Preservation & Conservation (30%)

Analyzes current condition of archival materials to determine appropriate preservation priorities and actions.
Rehouses materials in archival boxes, folders, and specialized enclosures.
Makes and implements appropriate preservation and conservation decisions, including consulting with or sending materials to a conservator.
Applies best practices for long-term storage of archival materials including proper containers, encasements, shelving, storage facilities, environmental controls, and digital preservation requirements.
Makes strategic decisions on storage locations for archival materials in the vault or the Automated Storage and Retrieval System (ASRS), in consultation with colleagues in Archives & Special Collections, the Cataloging Department and Access & Delivery Services Department.
Collaboratively coordinates disaster planning and the conservation and preservation of special collections resources.

Outreach & Instruction (10%)

Initiates and maintains regular contact with various campus units/offices and soon-to-retire faculty to identify archival material to transfer as appropriate.
Facilitates transfers of records/archives, including preparing materials for transfer, making arrangements for pickup and delivery, receiving and unpacking materials, etc.
Collaborates with faculty and subject librarians to select materials for classroom instruction, prepare oral and/or written context for these materials, and design and deliver instruction sessions that meet learning objectives.
Creates and maintains instructional support tools, such as online research guides (LibGuides), tutorials, and/or other digital learning objects. for archival, special, and digital collections to serve students, faculty, staff and community research needs.
Staffs the reference desk for 2 to 4 hours per week, or as needed.

Scholarship & Service (10%)

Conducts research and/or publishes results; presents research results at conferences or through publication, exhibition, or other scholarly works.
Serves on committees and task forces at the department, Library, and University level.
Participates in professional and continuing education and development activities.
Participates in local, state, and national/international professional and scholarly societies and organizations.

Other duties as assigned. (5%)

PROVIDES OR RECEIVES WORK DIRECTION

Trains, schedules, supervises, and evaluates student assistants in designated areas of responsibility.

May receive work orientation, guidance, or training from University Library colleagues within and external to the unit.

GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services.
Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices.
Maintains contact with customers, stakeholders, and patrons and solicits feedback for improved services.
Maximizes productivity through use of appropriate tools; planned training and performance initiatives.
Researches and develops resources that create timely and efficient workflow.
Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.
Prepares and submits reports as requested and required.
Develops and implements guidelines to support the functions of the unit.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Required

Master's degree from an ALA-accredited (or equivalent) library science or information science program.
At least two years professional experience processing archival collections.
Excellent interpersonal, oral, written, collaboration, and presentation skills for communicating with a wide range of constituencies.

Preferred

Demonstrated proficiency in the use of archival collections management software (e.g., ArchivesSpace) obtained through training and/or hands-on experience.
Demonstrated proficiency in the use of an integrated library system (ILS).

Knowledge

Knowledge of the methods and materials used to create archival and non-print materials by physical, photographic, and digital processes.
Knowledge of when to preserve archival materials in their original format or structure, and when to replace originals with reproductions in the same and/or different media or format.
Knowledge of the causes and consequences of the deterioration of various media and formats.
Knowledge of how academic library patrons access and retrieve information, and how those behaviors inform making arrangement and description decisions.
Knowledge of archival and library descriptive standards such as Encoded Archival Description (EAD), Describing Archives: A Content Standard (DACS), MAchine-Readable Cataloging (MARC), Resource Description and Access (RDA), Encoded Archival Context (EAC), Library of Congress Name Authority File (LCNAF), Library of Congress Subject Headings (LCSH), Dublin Core, etc.
Familiarity with archival collections management software, such as Archon, Archivist's Toolkit, or ArchivesSpace, and/or Integrated Library Systems such as Millennium or Sierra.

Skills

Strong analytical skills, research, project management, and oral and written communication skills.
Excellent attention to detail for complex, possibly repetitive, detail-oriented work.
Aptitude for cataloging archival or special collections and/or advanced cataloging skills.
Experience working with computers and office productivity software, e.g., Microsoft Office, Google Education Suite, Adobe Acrobat.

Abilities

Ability to recognize the context, function, and enduring value of archival materials and apply the concepts of respect des fonds, provenance, and original order to process materials and make them available.
Ability to manage projects and to participate in multiple concurrent projects in a given timeframe, monitor project workflow, provide regular reports or updates as necessary, and meet project deadlines.
Ability to be self-motivated and able to work creatively, collaboratively, and effectively.
Ability to perform complex database maintenance to improve or correct descriptive records.
Ability to work in a dynamic technological and organizational environment, and to adapt to new situations easily.
Ability to transform or map data from one standard to another, or to map unformatted data to a specific standard.

Appointment level and Hiring Salary Ranges

This position is included in the Academic Staff Librarian category. The specific level at which an appointment is made is determined by the successful candidate's level of experience and professional accomplishment. Minimum qualifications for those ranks are:

Senior Assistant Librarian (salary grade 10): at least two years professional experience after receiving the MLS; evidence of scholarly ability (e.g., additional coursework, conference presentations, publications) and professional or community service (e.g., active participation in professional society activities, involvement in committee or other service work at previous employers or community organizations) appropriate for an early-career librarian.

Hiring Salary Range: $69,600 - $81,850 annually; commensurate with experience

Associate Librarian (salary grade 11): at least five years professional experience after receiving the MLS; evidence of scholarly ability (e.g., additional coursework or advanced degrees, conference presentations, publications) and professional or community service (e.g., active participation in professional society activities, involvement in committee or other service work at previous employers or community organizations) appropriate for a mid-career librarian.

Hiring Salary Range: $83,500 - $98,200 annually; commensurate with experience

Librarian (salary grade 12): at least seven years professional experience after receiving the MLS; evidence of scholarly ability (e.g., additional coursework or advanced degrees, conference presentations, publications) and professional or community service (e.g., active participation in professional society activities, involvement in committee or other service work at previous employers or community organizations) appropriate for a senior librarian.

Hiring Salary Range: $96,600 - $113,600 annually; commensurate wtih experience

E. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Ability to lift up to 40 pounds of material, manage carts filled with books and other materials, and move and rearrange furniture.
Must be able to move large quantities of materials for classes or during major shifting or collection management projects.
Spends considerable time at a desk using a computer terminal.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May occasionally be required to travel to outside customers, vendors, or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office and computer lab environment, mostly indoors with windows.
Vault storage space is underground (partially), kept at a temperature of approximately 65 degrees Fahrenheit and 55% relative humidity, and has multiple HVAC units that regularly generate equipment noise.
Public reference desk may have frequent interruptions.
May require occasional work in the evening or on a weekend to support departmental events.

HOW TO APPLY

Prospective candidates for the Archivist position are asked to submit the following:

Cover letter*
Detailed resume or CV
Names, addresses, emails, and telephone numbers of at least three professional references who may be contacted.

• In the cover letter, applicants should fully describe their qualifications and experience, with specific reference to each of the minimum and preferred qualifications because this is the information on which the initial review of materials will be based.

Although this position will remain open until filled, review of candidates' materials will begin on Monday, May 1, 2023, and best consideration will be gained for materials submitted prior to that date. Materials should be addressed to the Search Committee, Archivist, and are to be submitted online as we do not accept emailed materials. For assistance with the application process, please contact SCU Human Resources at 408-554-4392 or hrservicedesk@scu.edu .
COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Aaron Zisser, Director of Equal Opportunity and Title IX, 408-551-3043, azisser@scu.edu , www.scu.edu/title-ix . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu .

To view the full job posting and apply for this position, go to https://wd1.myworkdaysite.com/en-US/recruiting/scu/scu/job/Santa-Clara-CA/Archivist_R3436
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