CTR FOR ADV RESEARCH - University Archivist

Job Classification

  Salaried Full-time (75-100%)

Position summary

University Archivist and Records Manager with responsibility for the operation of the full Andrews University Archives and Records Management program including strategic planning, education, promotion, acquisition/receiving, processing, organization, digitization, and disposition of University records.  For information about the University Archives visit: www.andrews.edu/services/archives

 

Qualifications summary

Bachelor's degree is required with a master's degree preferred in subject areas related to the job responsibilities.  Academic training and/or experience in archives and/or records management preferred.

This position could be considered to be a faculty position depending on the candidate's qualifications.  It is cross-posted as a faculty position.


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 cooperation with Center administration and with the final approval of the University Archives Committee.


3. Develop written and digital 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 training events or classes.


6. Responsible, with the general guidance of Center administration and the University Archives Committee, for the overall acquisition and management of University records—physical and digital—held at the University Archives.  This includes:
   
   
   
   1. Prepare or update an inventory of records for each University office.
   
   
   2. Develop, maintain, and as necessary, revise, Records Retention Schedules for all University records.  The University Archives Committee ratifies Records Retention Schedules.
   
   
   3. 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.
   
   
   4. Follow established University Archives procedures to receive, process, create metadata, and store records—physical or digital—received from the University offices.
   
   
   5. Provide retrieval service as needed for University personnel and for researchers, following approved access policies.
   
   
   6. Give attention to proper preservation management as needed.
   
   
   7. 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.


9. Manage the selection of records for digitization within the University Archives, their preparation for scanning, scanning, quality assurance, and secure storage of digitized files.


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


11. Serve on Archives-related University committees and other committees as assigned.  This includes serving on and being the primary individual on the University Archives Committee.


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


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

Supervisory responsibilities

The University Archivist will supervise student workers.

 

Qualifications

Bachelor's degree is required with a master's degree preferred in subject areas related to the job responsibilities.  Academic training and/or experience in archives and/or records management preferred.

This position could be considered to be a faculty position depending on the candidate's qualifications.  It is cross-posted as a faculty position.


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

Technical competencies

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


• Understanding of the organizational structure of Andrews University and the Seventh-day Adventist Church is desirable.


• Awareness of the history of Andrews University, the Seventh-day Adventist Church, and related entities is desirable.


• Facility using computers is required.


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


• Experience using ArchivesSpace preferred.

Interpersonal interactions

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


• Ability to teach individuals or groups of people.


• Comfortable visiting offices and speaking with administrators, faculty, and staff.

Physical demands

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


• Ability to manage typical work in a records storage area.  This includes using ladders, pulling or putting boxes from/on the shelf, carrying boxes, and working with occasional dust and disorder in received records.


• Ability to work atop ladders and step stools.


• Ability to frequently move around campus to visit offices.


• 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.


• Managing University Archives may involve handling records and other materials containing mold, dust, and insects.  Appropriate protective measures are available as needed. 


• Work in a records storage area with shelving, boxes, and ladders.