Records Assistant and Processing Archivist (LA3), University of San Diego

By IS Lab February 26, 2021

University of San Diego

Under the supervision of the Head of Archives, Special Collections, and Digital Initiatives, the Records Assistant and Processing Archivist is responsible for establishing and managing a records retention program for the university archives and processing new and existing archival collections in a wide variety of media formats. They participate in the creation of record retention schedules, finding aids, and digital collections for archival material, as well as providing training for support staff. The person in this position also provides research assistance and monitors the Archives/Special Collections Reading Room. This individual must have excellent organizational skills and possess a keen attention to detail. They will work in a highly collaborative work environment, which requires the ability to work with a range of departments across the university and the library. The Records Assistant and Processing Archivist works Monday through Friday from 8:00 a.m. to 4:00 p.m. in the Archives, Special Collections, and Digital Initiatives Department.

Job Responsibilities

  1. Records management
    • Responsible for creation and management of records retention schedule for the University Archives
    • Plans, schedules, and implements records retention work flows
    • Coordinates the transfer of records scheduled for retention by the archives
    • Communicates and interacts with University records creators and custodians to determine record and information management needs
    • Analyzes costs/benefits of using archival management systems
    • Documents standards, policies and best practices related to records management
    • Preserves university’s website data having enduring value or unique significance
    • Gives work direction to student assistants working on records management projects
    • works with Adobe applications, Archive-It, bepress, EAD3, Microsoft Office, Innovative Interfaces’ OPAC, OPUS Freeflow, Oxygen, Qualified Dublin Core; computers; general office equipment; media equipment and book carts.

2. Processing university records, associated archival collections and personal papers

      • Accessions, arranges, describes, and preserves archival collections
      • Advises on workflow improvement, policy-setting, and technologies and tools related to archival arrangement and description
      • Provides input on logistics and resource allocation for archival collections
      • Collaborates with the Department Head, Digital Initiatives Librarian, and Archives/Digital Initiatives Assistant to devise and implement digitization for selected archival collections
      • Gives work direction to student assistants working on processing archival collections and archival digital projects

3. Archives/Special Collections work

    • Responsible for web archiving the university’s website and subject collections through the university’s web archiving service subscription
    • Assists with reference and research assistance for Archives, Special Collections, and Digital Initiatives Department
    • Monitors Archives/Special Collections Reading Room
    • Helps to design and maintain the department’s website

Job Qualifications


  • Bachelor’s degree
  • Minimum two years academic/research library experience in Archives/Special Collections
  • Records management experience
  • Archives processing experience including accessioning, arrangement, and finding aid creation
  • Evidence of effective project planning, management, and completion
  • Web-archiving experience
  • Supervisory or leadership experience


  • Archives and/or records management coursework
  • Experience using Archive-It
  • Knowledge of copyright, intellectual property and privacy laws
  • Knowledge of description standards and metadata schema (e.g. Dublin Core, MARC, RDA, DACS, EAD3)
  • Knowledge of digital repository platforms (e.g., bepress, OAC)
  • Experience in digital scanning, image editing, and/or web exhibits (e.g. Omeka)
  • Experience using platform scanners (e.g. Bookeye)
  • Experience with Online Archive of California
  • Knowledge of Millennium integrated library systems
  • Experience providing reference service in an archives or special collections environment
  • Experience working in a secured environment
  • Demonstrated ability to work with confidential information
  • Knowledge of preservation standards and best practices
  • Possesses knowledge of records management issues and best practices
  • Possesses knowledge of archival theory and practice
  • Possesses knowledge of digital content standards and metadata schema (e.g. Dublin Core, MARC, RDA, EAD)
  • Possesses knowledge of digital scanning, image editing, and/or web page design
  • Possesses knowledge of Archives and Special Collections work routines
  • Possesses knowledge of copyright law and Copley Library/USD copyright policy
  • Ability to manage and prioritize multiple tasks and projects, working cooperatively with others or independently.
  • Ability to train, supervise, and evaluate staff and student workers
  • Ability to provide reference and research assistance
  • Strong service orientation and problem solving skills
  • Ability to handle complex analytical and detailed work
  • Ability to be flexible and agile
  • Ability to work with sensitive and confidential information in an appropriate manner
  • Excellent interpersonal, oral, and written communications skills
  • Demonstrates a commitment to continuous learning and to current trends related to archives, records management, and digitization
  • Enforces and follows Copley Library and University policies

This positions’s salary is commensurate with experience including excellent benefits. This position is open until filled.