5200 Archivist


TITLE Archivist




IMMEDIATE SUPERVISORHead of Special Collections



The Archivist is responsible for processing collections, including arrangement, description, and preservation activities, and the compilation of finding aids, including providing access through the World Wide Web. The Archivist is also 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.


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: Two years experience in processing archival collections, including experience in arrangement, description, and online access is required. Experience appraising and processing twentieth-century organizational labor or university records preferred.

Skills: Familiarity with USMARC cataloging, computer applications, and SGML/HTML is preferred. Experience in outreach activities and supervisory experience also preferred. Effective interpersonal, oral, and written communication skills are required.


1. Helps to ensure the accessibility of the resources of the University Archives and other special collections by determining the appropriate intellectual organization and physical arrangement of source materials, analyzing the intellectual content of the source material, and conducting historical research for the preparation of accurate biographical and historical sketches for collection guides.

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

3. Provides access to archival collections by compiling finding aids, creating collection-level USMARC records, marking-up finding aids in SGML/HTML format for distribution on the World Wide Web, and maintaining a database on collections and storage space allocation.

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

5. 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.

6. 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.

7. 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.

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

9. 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.

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


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




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.