University Archivist

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity/Affirmative Action employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; sexual orientation; gender identity; gender expression; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

 Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff and students cultivate an ethic of civic responsibility, social justice and inclusive leadership and service.

JOB SUMMARY

The University Archivist (UA) is responsible for administering, planning, developing, organizing, processing–as well as providing public service to and access controls for–the university archives and historical special collections. The university archives are the historical records of the university that include specialized materials as well as documents that are considered highly confidential. The historical special collections are comprised of works published by and about members of the Hamline community, the brass rubbings collections, and artifacts associated with the university’s history.

 

The UA’s principle responsibilities include:

• managing a variety of print and digital materials, as well as physical items, that constitute the archives and historical special collections, including developing effective policies and procedures

• providing access to and interpretation of archives and special collection resources for both internal and external constituents 

• supervising volunteers and student assistants working in the collections

• overseeing a budget, in collaboration with Bush Library leadership

• informing HULA leadership and staff of emerging trends in how archival collections can best support the university’s overall mission

 

The UA appraises, acquires, accessions (and deaccessions), describes, catalogs, arranges, preserves, and makes available the university’s archival collections and historical special collections. When authorized, the UA may access and examine current university records to assess long-term value.

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Provide Access:

 

Leads efforts for providing an engaging array of archival and special collections services that meet the research needs of students, faculty, and staff. 

 

Provides reference service; assists with research projects; identifies and prepares feasible exhibits in collaboration with alumni relations and advancement staff; works with faculty to introduce students to the archival research process; assists in history-related special event planning and execution; and maintains archives’ website.

 

Incorporates property rights, copyrights, and other legal issues related to use of archival materials into routine archives operations.

 

Collaborates with Institutional Advancement staff and the President’s Office to contribute toward fundraising and generally raising the university’s reach and reputation.

 

Participates on HULA workgroups and cross-functional project teams. In collaboration with HULA leadership, formulates annual goals and objectives, sets and maintains standards of service and quality, establishes instruments for continuous assessment, and prepares annual and periodic reports. Contributes to the collection of relevant data, completion of surveys, and preparation of reports for benchmarking and program evaluation.

 

Acquire and Preserve:

Identifies, appraises, and acquires documents and other materials held by internal and external constituents that are deemed relevant to the university's  archives and historical special collections.

 

Acquires and processes archival materials from administrative offices, faculty, students, and alumni.  Creates and maintains accession records, stores and cares for collections, and collaborates with others to develop and document retention schedules.

 

Assists university offices and departments with identifying the permanent historical and administrative records of the university and ensuring their transfer to the university archives. Assists in the disposition of non-permanent records per the university's records retention schedule.

 

Employs best practices for planning, administering, preserving, and conserving diverse types of materials related to the history of the university. Provides for the preservation of materials in a wide variety of formats: paper, audio, film, photographs, slides, digital images, computer files, and web pages.

 

Solicits collections and negotiates with prospective donors regarding papers and other materials that complement the archives. Documents and acknowledges gifts and donations.

 

Collaborates in the development of priorities for digitizing archival materials. Serves as consultant for university-wide records retention policies and procedures. 

 

Works with university schools, departments, and other internal and external organizations to promote new digital archives collections. Integrates knowledge of archives, library technology advancements, institutional aspirations, and awareness of what initiatives are likely to attract financial resources. Applies that understanding to assist with crafting projects and grant proposals.

 

Organize: 

 

Arranges records intellectually and physically. Describes collections and creates finding aids. Maintains existing databases and creates new discovery and management tools, as needed.

 

Plans and implements technology related to management of archival collections, including creating digital resources (e.g. finding aids, online exhibits, etc.), developing and maintaining the archives web site, and presenting the university’s historical materials on the archives website and/or utilizing the Digital Commons or other web-based digital content systems.

 

Other Job Functions :

• Performs other duties as required.

 

REPORTING RELATIONSHIPS

The UA reports to the Associate University Librarian (AUL), although most of the daily work is done independently with limited direct supervision. The UA supervises volunteers and may supervise 1-2 student employees.

 

The UA routinely works with students, faculty, staff, and alums. Particularly close collaboration is necessary with other HULA staff, as well as employees from the Institutional Advancement Division and the President’s Office. This position also requires interaction with vendors and with representatives from other collaborative networks, user groups, consortia, and agencies.

 

This position reports to the:  Associate University Librarian

Employee Supervision.

Student Worker Supervision

BUDGET MANAGEMENT RESPONSIBILITIES

This position is responsible for the following budgets:  100 612 xxxx 06; 25182 250 xxxx 04; 25111 250 xxxx 04.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND KEY COMPETENCIES

Core Professional Skills :

• Knowledge of current archival standards and practices–including DACS, EAD, Dublin Core, and other metadata schema–in the administration, description, and preservation of archives and special collections

• Understanding of records management and records retention

• Experience in digital archiving, digital assets management, and institutional repositories

• Familiarity with the current and emerging environment of creating, managing, and preserving digital versions of archival physical collections

• Knowledge of copyright law and other regulations affecting access to and reproduction of archival records

• Ability to adhere to and interpret privacy and confidentiality guidelines when working with documents or records 

• Aptitude for working effectively with students, faculty, staff, and colleagues; enthusiasm for delivering high quality service to an academic community

 

Required Technical Experience and Skills :

• Familiarity with digital and archival content management software programs

• Understanding of varied material formats, including audio, video, visual film, photographs, slides, digital images, web pages, and computer files

• Basic knowledge of image scanning. 

• Proficiency with personal productivity IT tools used in a typical academic environment, including virtual collaboration tools (e.g., Google Apps)

 

Workplace Abilities :

 

• Communication skills commensurate with a professional workplace–to communicate clearly and concisely, convey complex information in a manner that others can understand, as well as the ability to understand and interpret complex information from others

• Ability to work independently and as part of a team, including demonstrated experience in facilitating teamwork and cross-unit collaboration

• Outstanding attention to detail and thoroughness

• Demonstrated ability to manage multiple priorities and follow through on projects to completion, including accommodating multiple conflicting demands for commitment of effort

• Aptitude for working effectively with students, faculty, staff, and colleagues; enthusiasm for delivering high quality service to an academic community

• Commitment to a diverse academic community, and an understanding of the contributions a diverse workforce brings to the workplace

• Capacity to adjust and thrive in an ambiguous, future-oriented environment and to respond effectively to changing needs and priorities

• Self awareness for mitigating stress among co-workers and colleagues

• Resilience of character and perspective

 

MINIMUM EDUCATION/EXPERIENCE

• Certification by the Academy of Certified Archivists and bachelor’s degree

• Relevant archival work experience that includes both processing and reference service

• Professional experience managing a variety of print, digital, and physical items

• Professional experience developing policies and procedures related to archives

 

PREFERRED EDUCATION/EXPERIENCE

• Master’s degree in library science with a concentration in archival management

• Experience with CONTENTdm and/or Digital Commons software functionality

• Experience working in an academic setting

 

WORKING CONDITIONS / EQUIPMENT

• This position performs work both in office and public settings.

• Work requires computer use for significant periods of time.

• Ability to travel throughout campus for collaborating with colleagues.

• Ability to accommodate flexible work schedule, including occasional evening or weekend hours.

• Work from home (WFH) is authorized by arrangement with supervisor.

• Must be fully vaccinated for COVID-19 or eligible for legally required exemption.

 

ADDITIONAL INFORMATION

This is a half time, .50 FTE exempt position that requires a minimum of 20 hours a week, 12 months a year. Some evening and weekend hours are required occasionally.

 

EEO/DIVERSITY STATEMENT

Hamline University does not discriminate on the basis of race, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, disability, religion, age, or veteran status in its education or employment programs or activities. 

All questions marked ‘Required’ need to be answered in order to submit the application. It is important that your application show all of the relevant education and experience you possess. Applications may be rejected if incomplete. If rejected, you must reapply for the position in order to be considered. A resume or curriculum vitae, a cover letter outlining your qualifications for and interest in the position, contact information for 3 current, professional references, as well as copies of transcripts (if required) must be uploaded with each application.