Special Collections & Archives Specialist - Library

TITLE

Special Collections and Archives Specialist

JOB SUMMARY

The Special Collections and Archives Specialist will provide highly responsible archival care collection curation and preservation for the Special Collections and University Archives Department. The position will also be responsible for assisting patrons with primary resources and providing high level research services to scholars educators journalists and filmmakers. Work is performed under limited supervision and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies and Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Assigned Manager in Special Collections and University Archives

Supervises: May supervise Student Assistants directly or indirectly.

ESSENTIAL DUTIES -May include but not limited to the following:

• Performs receptionist duties; organizes and maintains filing system and correspondence for the department.

• Answers routine questions regarding access of special collections; resolves patron issues; and completes service requests submitted via email phone and/or in-person.

• Refers department email and reference questions to appropriate personnel in Special Collections and University Archives department.

• Analyzes organizes describes sorts and arranges collections according to professional best practices and national standards.

• Prepares documents photographs clothing and textiles and artifacts for storage and filed in its proper location for retrieval.

• Maintains databased and creates collection level records for Special Collections and University Archives.

• Facilitates the creation/acquisition processing storage and preservation of special collections.

• Establishes refines and documents guidelines procedures and workflows for archival processing and cataloging in accordance with national standards and best practices.

• Accessions new collections and updates acquisition files and databases.

• Maintains the quality and accuracy of bibliographic and related records in the librarys content management system CONENTdm through updates corrections and authority control.

• Assists patrons on the use of databases and other library resources face-to-face on the phone and online as needed.

• In consultation with the Senior Assistant Dean of Special Collections and University Archives selects and processes manuscript collections.

• Acquires materials in all formats and contributes to access and use of the special collections.

• Assists in managing administrative and donor records for all special collections and university archives.

• Interacts with prospective donors and negotiates the transfer and disposition of collections and deeds of gifts.

• Participates in shifting and stacks maintenance of special collections.

• Participates in public service hours in the Catherine Merchant Reading Room as well as fulfilling external requests.

• Assists in preparation and set up for special events.

• Assists in monitoring tables and booths for special events on and off campus.

• Tracks inquiries service requests time consultations and number of boxes destroyed and/or for storage for reporting purposes.

• Creates university and departmental forms in Adobe Acrobat Excel MS Word and Google.

• Provides reference and research support to TWU personnel and external patrons inquiring about the university history and the holdings that are part of the Womans Collection.

• Assists in the preparation of procedure manuals and documentation of archival and collection systems.

• Assists in the collection and reporting of statistics.

• Supports the curation research installation and deinstallation of exhibits.

• Helps produce content for social media posts.

• Conducts oral history interviews with donors and alumnae.

ADDITIONAL DUTIES

• Assists the Senior Assistant Dean managers and librarians in the department as requested.

• Represents Special Collections and University Archives to external bodies across campus.

• Engages in relevant professional development activities.

• Performs other duties as requested.

EDUCATION

Bachelors degree required preferably in History Art Gender Studies Multicultural Studies or Womens Studies. Coursework in collection management collection curation metadata creation and archival theory practice and methodology preferred.

EXPERIENCE

Five years of previous academic library experience required. Experienced working with desktop computer technology required. Experience with womens history visual acumen working with faculty staff and donors external to the library and capacity to thrive in a changing environment preferred.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations and TWU Policies & Procedures.

Must possess a valid Texas drivers license. Must maintain confidentiality of work-related information and materials.

KNOWLEDGE SKILLS AND ABILITIES - The following are essential:

• Demonstrated knowledge of the following metadata standards: MARC; Dublin Core; EAD; METS; MODS.

• Knowledge of classification standards authority records and bibliographic standards including AACR2 and DACS.

• Knowledge of best practices for managing and preserving digital collections.

• Knowledge of data management issues and trends including knowledge of applications for organizing and managing research data.

• Demonstrated presentation and project management experience.

• Knowledge of archival practices and records maintenance skills.

• Knowledge of electronic records management and digital preservation theory principles practices and methodology.

• Skilled in Microsoft and Adobe software including Word Excel Access Publisher Photoshop InDesign Illustrator and Google Office Suite.

• Proven marketing skill including development of print collateral and electronic content.

• Advanced research skills using electronic and printed sources.

• Ability to utilize computer technology to access gather compile examine arrange and analyze data and generate reports and communicate with others.

• Exceptional interpersonal skills high level communication skills including written and verbal advanced presentation and public speaking skills.

• Ability to champion the benefits of preserving womens history especially papers documents records photographs video audio artifacts clothing textiles ephemera and born-digital assets.

• Ability to problem-solve and prioritize.

• Ability to work independently and creatively collaboratively and effectively as a team member and independently to promote teamwork within the organization and to maintain effective work relationships with a wide range of constituencies in a diverse community.

• Ability to organize work effectively conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to interpret adapt apply and integrate resources policies and information for the determination of procedures solutions and other outcomes.

• Ability to handle multiple and simultaneous tasks with ease.

• Ability to work effectively with a variety of groups and different audiences.

• Ability to have great attention to detail accuracy follow through and be highly organized.

• Ability to deal well within a fast-paced and changing environment.

• Ability to deliver a superior customer service experience to a broad range of patrons.

• Ability to foster a cooperative work environment.

• Ability to implement short- and long- range goals.

• Ability to use digital cameras.

• Ability to lead and train student assistants and to organize and schedule work assignments.

• Ability to use a personal computer and other office equipment including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The physical demands of this position include repetitive hand motion hearing listening talking walking bending stooping crawling crouching balancing reaching overhead pulling pushing kneeling squatting ascending and descending ladders lifting up to 40lbs and eye strain from computer work. The employee is required to travel to represent the Special Collections & University Archives Department at events and is required to work occasional evenings and/or weekends.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination intimidation harassment including sexual harassment. Work is normally performed in a typical interior work environment. Employee may be exposed to conditions that affect the respiratory systems such as fumes odors dust mites gases or poor ventilation.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices as well as any near-miss incidents to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Womans University strives to provide an educational environment that affirms the rights and dignity of each individual fosters diversity and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Womans University is committed to equal opportunity in employment and education and does not discriminate on the basis of race color religion gender sex sexual orientation ethnic origin age veterans status or against qualified disabled persons.

All positions at Texas Womans University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25 federal law requires that you must be registered with the U.S. Selective Service System unless you meet certain exemptions under Selective Service law. Under HB 558 enacted by the 76th Texas State Legislature if you are currently of the age and gender requiring registration with Selective Service but knowingly and willfully fail to do so you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status you can contact the Selective Service System at or.