CTR FOR ADV RESEARCH - University Archivist

Job Classification

  Hourly Full-time (35-40)

Position summary

This is an administrative staff position with responsibility for the operation of the Andrews University Archives program including the strategic plan, education, promotion, acquisition, processing, organization, and disposition of University records.

Qualifications summary

• Bachelor’s degree required with master’s degree preferred.  Academic training in archives is preferred.


• Archives/records management, library, or administrative experience preferred.


• Ability to effectively communicate in English, and collaborate with a wide variety of University and Church entities.

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

1. Develop and maintain a strategic plan for the Andrews University Archives program in cooperation with Center for Adventist Research administration.


2. Understand established policies, procedures, and guidelines, and revise and/or develop new ones as needed for administration of the Andrews University Archives program. This is done in in cooperation with Center administration and with the final approval of the University Archives Committee.


3. Develop written materials for promotion and education of University personnel to increase awareness, understanding, and cooperation for their role in the proper management and preservation of University records. 


4. Educate University administrative and academic office personnel regarding University Archives, and their role in following established policies for the proper management and preservation of University records and other materials. This will take the form of office visits, calls, and other contacts, and presentations at various venues and events.


5. Participate in teaching archives-related classes as needed.


6. Responsible, with the general guidance of Center administration and the University Archives Committee, for the overall acquisition and management of records—physical and digital—held at the University Archives.  This includes:
   
   
   
   • Prepare or update an inventory of records for each University office.
   
   
   • Develop, maintain, and as necessary, revise, Records Retention Schedules for all University records.  The University Archives Committee ratifies Records Retention Schedules.
   
   
   • Give direction to office personnel in preparing for the transfer of records—physical or digital—from their office to the University Archives. This may involve emptying the contents of file cabinets, record keeping, physical moving of boxes, helping with the transfer of digital files, and any other tasks necessary to make the work as easy as possible for the office personnel.
   
   
   • Follow established University Archives procedures to receive, process, create metadata, and store records—physical or digital—received from the University offices.
   
   
   • Provide retrieval service as needed for University personnel and for researchers, following approved access policies.
   
   
   • Give attention to proper preservation management as needed.
   
   
   • Responsible for the final disposition of University records according to established procedures and applicable Records Retention Schedules.
   
   
   
   


7. Collaborate with the Center for Adventist Research to actively seek historically significant records throughout the University, and when applicable, from other donors or sources.  This may expand to include preserving historically significant Adventist related materials for the broader Seventh-day Adventist Church and Adventist heritage.


8. Develop further the digital component of the University Archives program.  This includes identification of existing digital records, education of University personnel in the proper management of digital records, and receipt of digital records at the Archives.  Additionally, expand the creation of digital records through staff work in the Archives.


9. Maintain active continuing education in the archives and records management vocation and seek applicable certification.


10. Serve on Archives-related University committees and other committees as assigned.


11. Actively collaborate with Center for Adventist Research personnel and other University personnel as needed.


12. Perform other duties as assigned by Center for Adventist Research administration.

Supervisory responsibilities

The University Archivist will supervise student workers.

Qualifications

• Education
  
  
  
  • Bachelor’s degree required with master’s degree preferred.  Academic training in archives is preferred.
  
  
  
  


• Experience/Skills    
  
  
  
  • Archives/records management, library, or administrative experience preferred.
  
  
  • Understanding of the organizational structure of Andrews University and the Seventh-day Adventist Church.
  
  
  • Awareness of the history of Andrews University, the Seventh-day Adventist Church, and related entities desirable.
  
  
  • Ability to effectively communicate in English, and collaborate with a wide variety of University and Church entities.
  
  
  
  

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• General modern competency in computer usage with applicable programs required for archival practice such as Microsoft Office.

Interpersonal interactions

• Fluent oral and written English communication skills are required.


• Modern non-English language helpful, but not required.

Physical demands

• Ability to lift and move boxes weighing up to 50 pounds, sometimes lifting to chest height.


• Ability to manage storage boxes in the Archives.


• Ability to work on ladders and step stools.


• Ability to work in solitude and often cramped quarters.


• Ability to endure dust and mold.


• Ability to walk around campus.


• Ability to pack boxes in offices and then to transport them to the Archives using a two-wheel hand truck or vehicle.

Work environment

• The Archives office is a standard office environment, but much of the work is at a table or in a box storage area.


• Managing University Archives will involve handling records and other materials containing mold, dust, and insects.  Appropriate protective measures are required.  Those with sensitivity or allergic reactions to these substances need to consider whether they are able to perform required work activities.