5201 Digital Archivist

POSITION IDENTIFICATION

TITLE Digital Archivist

CLASSIFICATION NUMBER 5201

GRADE 44

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Head of Special Collections

MAJOR ADMINISTRATOR Dean, Library Services

GENERAL FUNCTION

The Digital Archivist is responsible for the digital materials given to and created by the Special Collections and Archives including the creation of metadata records and for policies regarding the creation, storage, preservation, organization, description, and access to these materials. The Digital Archivist is responsible for initiating and maintaining outreach, reference, and collection development activities for the University Archives and other archival collections related to regional history and culture.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Masters in Library Science (MLS) from an American Library Association (ALA) accredited program or a graduate degree in history (or related discipline) is required. Significant graduate-level coursework in archival administration/theory is required.

Experience: A minimum of two years of experience in processing digital archival collections, including experience in creating metadata descriptions, digitization, and care of born-digital materials.

Skills: Effective interpersonal, verbal, and written communication skills are required. Familiarity with cataloging, various computer applications, and establishing metadata descriptions required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Experience in outreach activities and supervisory experience are preferred.

Certification: Digital Archives Specialist Certificate from the Society of American Archivists is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Helps to ensure the accessibility of the digital resources of the University Archives and other special collections by determining the appropriate intellectual organization and digital storage structure, analyzing the intellectual content of the source material, and conducting historical research for the preparation of metadata descriptions.

2. Designs and manages digital collections by establishing the metadata schema, controlled vocabularies, and exercising quality control of the software, equipment and metadata records.

3. Creates policies and procedures for managing born-digital materials for ingest, storage, preservation, organization, description, and access.

4. Helps to preserve the intellectual and artifactual value of physical archival material by determining the need for performing conservation procedures such as, document cleaning, repair, deacidification, and humidification.

5. Provides access to archival collections by compiling finding aids, creating collection-level records or metadata descriptions, creating finding aids or controlled vocabularies to assist online researchers, and maintaining a database on collections and storage space allocation.

6. Provides reference services for all collections in the Special Collections and Archives Department.

7. Initiates and perpetuates collection development activities by maintaining donor contacts, conducting field surveys, appraising potential collections, and acquiring/accessioning collections which meet the department’s collection development policies.

8. Assists in fundraising activities, administrating and developing existing endowment programs, and obtaining internal and external grant funding for processing projects, records surveys, interpretive exhibits, and publications.

9. Promotes knowledge and use of the collections by making presentations, talks, and/or interviews to the media, library groups, historical societies, and elementary through college classes.

10. Coordinates and promotes exhibits in Special Collections and Archives and develops displays for special events outside the department.

11. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

12. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the Head of Special Collections.

13. Contributes to the success of Special Collections and Library Services by performing all other duties as assigned.

SUPERVISION

The Digital Archivist is supervised by the Head of Special Collections and supervises student assistants.

OFFICE OF HUMAN RESOURCES

OCTOBER 2014

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 3 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.