Archives/Digital Initiatives Assistant, Copley Library -University of San Diego

General Purpose

Reporting to the Records Manager/Processing Archivist, the Archives/Digital Initiatives Assistant supports the work of the Archives, Special Collections, and Digital Initiatives Department, including assistance with maintenance and projects related to the university archives, the university records management program, and technical operations associated with the university’s digital repository and digital initiatives. This individual performs both technical and public services work within the department.

The Archives/Digital Initiatives Assistant helps implement the records management program. They participate in records management activities for records transferred to the university archives. They train and supervise student and temporary employees in processing assistance for archival collections, creating inventories, and printing labels. The Archives/Digital Initiatives Assistant maintains bibliographic, item, and check-in records for university publications in the library’s integrated library system. They assist in the management, maintenance, and preservation of archival and special collections print and media collections including shelving; monitoring temperature and humidity in storage areas; shifting collections; and arranging for reformatting of material as needed. The Archives/Digital Initiatives Assistant manages incoming submissions to the institutional repository, implements workflows, creates and uploads entries, and scans material. They perform quality control for digital collections and also provide assistance for the annual Digital Initiatives Symposium.

The Archives/Digital Initiatives Assistant responds to requests for access to rare and archival material and for assistance with the digital repository. They may provide scans for requested material; answer basic reference questions; and monitor the Archives Reading Room as needed. The Archives/Digital Initiatives Assistant brings non-routine questions, requests, and problems to the attention of their supervisor. At times, this person may be the only library staff member on duty, and will have responsibility for the security and functioning of the department.

The Archives/Digital Initiatives Assistant maintains departmental supplies and recommends purchases. They also participate in developing department policies and recommending changes; developing and evaluating work flow patterns; and improving services.

Other duties may include serving on library committees and assisting with the maintenance of office equipment.

Works under general guidance and direction of the Records Manager/Processing Archivist. Supervises part-time and temporary staff and student workers in the Archives, Special Collections, and Digital Initiatives Department.

Job Duties

  • Helps Implement University Archives and Records Management Program
    • Assists in performing quality assurance on archived university website
    • Assists Records Manager/Processing Archivist in working as liaison with university records creators
    • Assists in accessioning and inventory of archival collections
    • Maintains confidentiality
    • Assists in reformatting of archival material as needed
  • Creates Bibliographic and Digital Access for Archives/Special Collections
    • Maintains university publications collection
    • Provides collection maintenance
    • Applies preservation principles for the care of rare and fragile material
    • Scans selected archival/special collections material for inclusion in the institutional repository (IR) or as requested by researchers
  • Provides assistance for Digital Initiatives
    • Performs quality control checks on materials in the institutional repository (IR)
    • Helps process and post submissions received from authors to the IR
    • Assigns and applies Digital Object Identifiers (DOI) as appropriate
    • Prepares and ingests batch uploads of digitized content to the IR
    • Assists in answering inquiries regarding IR submissions
    • Assists with administrative tasks related to the annual Digital Initiatives Symposium
  • Helps Maintain Archives, Special Collections, and Digital Initiatives Department
    • Provides a secure environment for archival & special collections material
    • Monitors climate control
    • Provides basic reference assistance
    • Supervises student and temporary workers
    • Places service calls
    • Maintains supplies
    • Works on special projects
    • Serves on library committees and working groups as appropriate
    • Other duties as assigned

Job Requirements:Minimum Qualifications:

  • Bachelor’s degree from an accredited institution
  • Two years academic/research library or archives/records management experience
  • Knowledge of archival principles or records management
  • Experience using scanning equipment
  • One year supervisory or leadership experience
  • Experience using MS Word/Excel and Google Docs
  • Experience using Adobe Acrobat

Preferred Qualifications:

  • Certificate from an archival, records management or library technology program
  • Experience with archives collection management software (e.g. ArchivesSpace)
  • Knowledge of preservation practices
  • Knowledge of Innovative Interfaces integrated library system and software
  • Experience using Digital Commons repository platform
  • Familiarity with description standards and metadata schema (e.g. MARC, RDA, EAD, Dublin Core)
  • Experience using Photoshop

Preformance Expectations: Knowledge, Skills and Abilities

  • Knowledge of archival principles, records management, and library systems
  • Familiarity with specialized archival/records management terms and thesauri
  • Ability to provide reference services and apply preservation principles
  • Ability to maintain confidentiality
  • Ability to work in a secured environment
  • Strong service orientation
  • Collection maintenance experience
  • Ability to prioritize and work under a deadline
  • Detail-oriented and accurate in all work
  • Strong organizational and problem-solving skills
  • Ability to solve problems independently and to recognize when to refer
  • Excellent interpersonal, oral, and written communications skills
  • Ability to work cooperatively with staff and librarians
  • Commitment to continuous learning and to current trends related to job duties
  • Ability to be the sole employee in the department when necessary

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Posting Salary:$20.51 per hour; Excellent Benefits.

The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.

Special Application Instructions:Click Apply Now to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers’ review. If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at

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