Special Collections Accessions Archivist: University Libraries, Special Collections

Special Collections Accessions Archivist

University Libraries, Special Collections

Non-exempt, MR05

POSITION SUMMARY

Responsible for accessioning incoming Special Collections materials. Creates accession records documenting provenance, contents, and condition of new collections acquired through donation and purchase.  Handles invoices, deeds of gifts, and appraisal and gift in kind documentation in addition to making arrangements for shipping and delivery of valuable materials.  Hires, trains and supervises student library assistants. Assigns collection projects and provides guidance based on established best practices and departmental procedures, Monitors ordering of archival quality supplies for collections. Works with departmental members to complete special projects related to upcoming relocation of collections to new Library Storage Annex.

RESPONSIBILITIES

• Accessioning
  • Responsible for accessioning incoming Special Collections materials (including rare books, manuscripts, and university archives records) to establish baseline administrative, physical, and intellectual control.
  • Works with donors and vendors to plan arrangements for shipping, delivery, and pick up of rare collection materials.
  • Creates detailed accession records in ArchivesSpace for all incoming collections to record  provenance of materials. 
  • Documents information related to gift in kind credit, appraisals, rights, restrictions, and payment of invoices.  Sends acknowledgment letters to university donors.
  • Conducts initial survey and assessment of incoming collections to determine appropriate housing and storage and need for immediate conservation treatments.
  • Prioritizes incoming collections for immediate or future processing.  Prepares materials for relocation to offsite storage if awaiting processing.
• Processing
  • Makes  judgments, provides guidance and uses problem solving skills based on professional standards and departmental policies and procedures to develop solutions for all processing activities.  Works closely with supervisor, Manuscripts Archivist, to oversee assignment and processing of collections. 
  • Completes processing of manuscript collections focusing on single items and high priority materials.
  • Maintains cataloging list for rare books by adding new materials and monitoring process through cataloging, preservation, and processing.
  • Hires, supervises, and trains student library assistants to assist with processing of manuscript materials and rare books. 
  • Works with departmental faculty and staff to prepare manuscript and archival collections for upcoming relocation to new library storage annex including data cleanup, re-housing, inventorying, and barcoding of all rare materials.
  • Works with archivists in the continued development and documentation of procedures and workflows regarding accessioning and processing of all rare materials.
• Supplies
  • Manages departmental supplies including office supplies and archival supplies for collection processing, housing, preservation, and exhibition. 
  • Orders and tracks shipments of supplies through the Libraries’ procurement officer. Monitors use of framework order (approximately $50,000) for archival supplies.
• Outreach and Research Assistance
  • Using knowledge and expertise from our collections, provides research assistance to external and internal researchers, both in-person and remotely.
  • Assists with monitoring the use of Special Collections material