Santa Clara University

University Archivist

University Library
Part-Time , $27.63/hr. - $32.11/hr.

Requisition Number (please reference): 1000635

For information about the benefits offered by Santa Clara University, please visit: http://www.scu.edu/hr/benefits/

Purpose:

The primary responsibility of the University Archivist is to manage and coordinate all activities of the University Archives, and to assume, as time permits, responsibility for the care and management of other archival collections within the newly merged department of Archives and Special Collections. The University Archivist collects, organizes, describes, preserves, and provides assistance in the use of archival resources. These include official records of University offices and other historical records and/or objects in a variety of media, including books, manuscripts, maps, architectural drawings, microforms, video formats, photographs, sound recordings, digital files and historical artifacts. The Archivist also provides advice and training to campus units concerning the organization and retention of records; educates the community about the Archives' resources through such means as exhibits, articles, class presentations, public lectures and workshops; shares public service responsibilities in the Department of Archives and Special Collections; and works collaboratively with other Library and Information Services units to ensure effective communication and coordination of activities. The position of University Archivist supports historically mandated goals and policies laid out by the Board of Trustees in 1976 "for the preservation of [Santa Clara's] official files, records, and documents" (Minutes of the Meeting of the Board of Trustees, November 24, 1976). The position also supports the University's strategic initiatives for a community of scholars and integrated education, and the supporting initiative of resources for excellence. Additionally, it supports new strategic priorities as stated in the most recent draft of the 2010-2015 Strategic Plan (September 28, 2009), such as - "drawing on the new resources provided by [Santa Clara's] recent merger with the Jesuit School of Theology in Berkeley." This position also directly supports all three Information Services Division goals for services, resources, and collaboration. The University Archivist reports to the Head of the Department of Archives and Special Collections.

I. Essential Duties and Responsibilities

1. Provides creative leadership in directing and managing the work of the University Archives.
2. Supervises student employees and may supervise other exempt or non-exempt staff and outside contractors; may also direct the work of student interns.
3. Assumes scheduled hours on the Archives and Special Collections Service Desk and provides "consistently high quality...prompt and efficient service," in accordance with the Information Services Service Philosophy statement.
4. Provides specialized in-person research assistance by appointment within the department; responds in a "timely and proactive manner" to telephone and email requests relating to archival resources (See: Service Philosophy statement).
5. Oversees, reviews, and updates as needed, existing retention schedules for university records; creates retention schedules for new Centers and Institutes on campus, such as the Ignatian Center for Jesuit Education and the Environmental Studies Institute.
6. Works with Head, Archives & Special Collections and other campus units to develop a policy for the preservation of electronic records.
7. Actively contributes to Library planning and coordination of Archives and Special Collections departmental activities.
8. Works with the Head, Archives and Special Collections to establish priorities for the processing of collections.
9. Supports and works in regular communication with the Province Archivist for the California Province of the Society of Jesus.
10. Collaborates generally, as appropriate, with the Head, Archives & Special Collections and appropriate Subject Specialists on issues related to the Collection Management Program.
11. Works with Access Services and Archives and Special Collections staff to make strategic decisions on storage locations (in the ARS and the Vault) for archival materials.
12. May assist with grant-writing to obtain financial support for special projects.
13. Assists with exhibits and may serve as a member of the Exhibits Committee.
14. Will be involved with digital projects and may serve as a member of the Library Digital Initiatives Committee.
15. Serves as member of other Library, Information Services, or University committees, task forces, etc. and participates in professional and continuing education and development activities, as appropriate to position and experience.

II. Specific Responsibilities

1. Communicates with University offices, SCU alumni, and other potential donors about archival deposits and/or gifts.
2. Hires, mentors/trains, and evaluates supervised staff.
3. Assists with departmental budget projections and allocations.
4. Accessions deposits of archival resources into the department.
5. Organizes archival collections; creates and maintains finding aids; collaborates with the Technical Services Department to create bibliographic access to archival resources in the Library's online public catalog (OSCAR)
6. Supports the discovery, use, and sharing of SCU resources by contributing content to major cooperative databases, both international and local, such as OCLC/WorldCat and the Online Archive of California.
7. Provides research assistance and/or instruction to individuals and groups in support of the University's research, teaching and learning mission.
8. Collaborates with the Head, Archives & Special Collections in the development and maintenance of the Department of Archives & Special Collections web site.
9. Works with the Head, Archives & Special Collections, the University Librarian, and University Counsel in developing and administering license policies and agreements for the use of University archival materials in such things as publications, films, and exhibits.
10. Collaborates with the Head, Archives & Special Collections to make strategic decisions regarding the storage locations of archival collections (i.e. in the Automatic Retrieval System and the A & SC Vault).
11. Works closely with the Province Archivist in areas where SCU collections and California Province collections intersect, such as the Bernard R. Hubbard collection and the papers of Past Presidents (e.g. Patrick A. Donohoe and Thomas D. Terry); collaborates with the Province Archivist to provide research assistance to Faculty, students and outside researchers, as necessary.
12. May assist with the transfer of the administrative papers of the Jesuit School of Theology (550 cu. ft.) to Santa Clara University; potentially oversees the future acquisition and management of JST records.
13. May collaborate with the Graduate Theological Union Library in Berkeley on archival processing and grant-funded projects.
14. Engages in outreach beyond the campus by doing classes, presentations, and workshops to various community and professional groups; represents the University in a variety of settings.
15. Makes SCU's resources available locally and nationally through participation in consortial digital projects, such as the SVHO site, and the AJCU Digital Collections Project, as required
16. Works with the Head, Archives & Special Collections and the Associate University Librarian for the Collection Management Program to coordinate disaster planning, and the conservation and preservation of special collections resources; may serve as a member of the Library Disaster Planning Team.

III. Minimum Qualifications (Education, Experience, Skills)

1. Required:
   1. Bachelor's degree; specialization in humanities or social sciences preferred.
   2. Excellent oral and written communication skills and the ability to work effectively with college or university administrators, faculty, IS staff, students, donors, visiting scholars and members of the general public.
   3. Minimum 1-2 years experience working in archival setting in a college or university library, historical society or similar institution and/or a combination of course work and internship(s) in archival science.
   4. Experience in organizing archival or other special collections.
   5. Experience in creating online finding aids for the purpose of making collections accessible.
2. Preferred:
   1. Knowledge of current archival processing and cataloging standards, such as DACS (Describing Archives: a Content Standard) and EAD (Encoded Archival Description).
   2. Experience in submitting content (i.e. finding aids) to cooperative online public catalogs, such as the Online Archive of California.
   3. Public service experience, preferably in a college or university library, historical society or similar institution.
3. Desirable:
   1. Masters degree in history or related field
   2. Experience in mounting exhibitions.
   3. Experience in giving presentations to classes/groups.
   4. Grant writing experience.

How to apply. Applications received by Friday, February 26, 2010 will receive full consideration.

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

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 at http://www.scu.edu/cs/. The report includes the type of crime, venue, and number of occurrences.