Collections Data Archivist (term)
University of California, Los Angeles
As one of the world's great public research universities, UCLA integrates
education, research, and public service so that each enriches and extends the
others. From its beautiful neighborhood campus in a uniquely diverse and
vibrant city on the Pacific Rim, teaching and research extend beyond the
classroom, office, and lab through active engagement with communities,
organizations, projects, and partnerships throughout the region and around the
UCLA's diverse community of scholars encompasses nearly 30,000 undergraduates
pursuing 125 majors, 13,000 graduate students in fifty-nine research programs,
and 4,000 faculty members including Nobel Laureates; Rhodes Scholars;
MacArthur Fellows; winners of the Fields Medal, National Medal of Science,
Pritzer Prize, and Pulitzer Prize; and recipients of Oscars, Emmys, Tonys, and
Golden Globes. UCLA ranks tenth in the Times of London Higher Education World
Reputation Rankings, twelfth in the Academic Ranking of World Universities by
Shanghai Jiao Tong University, and fifth in the U.S. by Washington Monthly.
The National Research Council ranks forty of its graduate and doctoral
research programs among its top ten.
To enable these accomplished students, faculty, and staff to create,
disseminate, and apply knowledge for the benefit of global society, the UCLA
Library is re-envisioning how it is acquired, synthesized, and shared across
academic audiences and with the public. It was among the first academic
libraries to develop subject-specialist librarians and to launch a program to
enhance students' research skills. Its Special Collections pioneered the
acquisition by public institutions of rare and unique books, children's
literature, pulp and detective fiction, works by or about women and
minorities, screenplays, architectural plans, and Los Angeles-related
materials and today leads the way in collecting archival resources in digital
format such as emails and manuscripts. It has launched innovative data
management services and an affordable course materials initiative that have
served as models for other libraries.
The Library serves UCLA students, faculty, and staff whenever and wherever
they need its resources and expertise. Reconfigured, high-tech spaces and
services in its ten campus libraries enable users and librarians to explore
and work with print and digital materials collaboratively or individually,
pursue new lines of inquiry, and develop new pedagogical approaches as well as
novel forms of scholarship. More than 3.5 million people visit annually, while
an additional 3.4 million visitors enter online through its virtual front
Whether on campus or online, the Library forms the intellectual heart of UCLA,
a hub for cutting-edge discovery, scholarship, and instruction.
Library Special Collections (LSC) is an enterprise-wide, organizational entity
within the UCLA Library System that integrates special collections resources,
services, and operations. Central to this re-organized unit is a curatorial
team of four subject experts (Performing Arts, University Archives, History of
Science and Medicine, Collecting Los Angeles), three format specific curators
(Rare Books, Visual Materials, Manuscripts), and the Head of the Center for
Oral History Research. LSC also includes three administrative sections:
Collection Management, Research and Instructional Services, and Administrative
Services. The Collection Management Section centralizes the acquisitions, rare
book cataloging, and processing of special collections materials; coordinates
lending processes; and integrates collaboration with the Cataloging and
Metadata Center, the Preservation Program, and the Digital Library Program.
The Research and Instructional Services Section integrates public services for
LSC, including centralized reference and instructional services, and
exhibitions and programs. The Administrative Services Section consolidates the
planning, budget, human resources, fundraising, assessment, technology, and
events functions of LSC. The entire staff of approximately 30 FTE work
together as a team to build, preserve, and provide access to the outstanding
special collections of the UCLA Library.
The Collection Management Section includes the Digital Initiatives group,
which is responsible for maintaining a born-digital archives management
program, managing digital projects, and facilitating online access to digital
collections and archival description. The Digital Initiatives group works
closely with LSC staff, as well as staff from the Digital Library Program,
Digital Initiatives and Information Technology (DIIT), the Preservation
Imaging Unit at the Southern Regional Library Facility (SRLF), the Cataloging
and Metadata Center, and the Preservation Program to undertake a holistic
approach to digital initiatives across UCLA Library.
Reporting to the Head, Digital Initiatives for Special Collections/Co-head of
Collection Management, the Collections Data Archivist (CDA) will oversee a
project to enhance archives collection data management practices, workflows,
and policies in LSC. The CDA will work in a highly collaborative manner with
curatorial, professional, and technical staff in LSC to evaluate, integrate,
and update current systems and tools for managing and accessing archives
collection data. The CDA will also oversee LSC's transition from using the
Archivists' Toolkit for archives collection management to using ArchivesSpace.
Specific duties and responsibilities include:
• Develops a comprehensive, unit-wide workflow that addresses each stage of
archives collection management.
• In consultation with LSC staff, defines and clarifies the roles and
responsibilities of LSC staff in the management lifecycle.
• Collaborates with Co-heads of Collection Management to establish written
policies and procedures for archives collection data management.
• In consultation and collaboration with the Accessioning Archivist,
establishes written policies and procedures for physical collections
• In consultation and collaboration with the Digital Services Specialist,
integrates data into centralized platform(s).
• Oversees the work of a student assistant to review and standardize legacy
• In consultation and collaboration with the Digital Services Specialist and
DIIT staff, creates and implements a plan to migrate data to ArchivesSpace.
• Develops training manuals and workshops for LSC staff on ArchivesSpace and
• ALA-accredited Master's Degree in Library or Information Science OR
significant graduate-level coursework toward such a degree OR an advanced
degree in an appropriate subject discipline with relevant special collections
or archival training.
• One to two years minimum experience working in special collections in an
academic or research library.
• Thorough understanding of the archives collection management workflow, from
accessioning to processing to making archives collections publicly accessible.
• Experience in project management, including creating project plans, tracking
progress, prioritizing tasks, and evaluating outcomes.
• Strong experience with databases, particularly Microsoft Access, Excel, and
archives collection management systems (Archivists' Toolkit or ArchivesSpace),
and an ability to learn new technologies quickly.
• Experience with XML and relevant library standards, such as DACS, EAD, MODS,
MARC, LCSH, and NAF.
• A strong sense of self-direction, and an ability to work creatively,
collaboratively, and effectively in teams with diverse skills and expertise.
• Excellent oral and written communication skills, organizational skills, and
time management skills.
• Flexibility and the capacity to respond effectively to changing needs and
• Ability to get to work reliably and on time and to be present in the
workplace during normal working hours.
• Ability to initiate and maintain cooperative working relationships with co-
workers, supervisors, and managers. Ability to work harmoniously and as a team
player, thrive in a team-based environment, and skill in fostering teamwork
• Ability to follow directions from supervisors and to provide clear
directions to staff.
• Attention to detail, demonstrated capacity for carrying out tasks in an
accurate manner, and an ability to check own work for accuracy.
• Experience developing and implementing new workflows, policies, and
• Experience training and directing the work of student assistants.
Professional librarians at UCLA are academic appointees. Librarians at UCLA
are represented by an exclusive bargaining agent, University Council -
American Federation of Teachers (UC-AFT). This is a represented position. They
are entitled to appropriate professional leave, two days per month of vacation
leave, one day per month of sick leave, and all other benefits granted to non-
faculty academic personnel. The University has an excellent retirement system
and sponsors a variety of group health, dental, vision, and life insurance
plans in addition to other benefits.
Appointees to the librarian series at UC shall have professional backgrounds
that demonstrate a high degree of creativity, teamwork, and flexibility. Such
background will normally include a professional degree from an ALA-accredited
library and information science graduate program. In addition to professional
competence and quality of service within the library in the primary job,
advancement in the librarian series requires professional involvement and
contributions outside of the library, and/or university and community service,
and/or scholarly activities. Candidates must show evidence or promise of such
Candidates applying by July 24, 2016, will be given first consideration for
this position. UCLA welcomes and encourages diversity and seeks applications
and nominations from women and minorities. UCLA seeks to recruit and retain a
diverse workforce as a reflection of our commitment to serve the people of
California, to maintain the excellence of the university, and to offer our
students richly varied disciplines, perspectives, and ways of knowing and
The University of California is an Equal Opportunity/Affirmative Action
Employer. All qualified applicants will receive consideration for employment
without regard to race, color, religion, sex, sexual orientation, gender
identity, national origin, disability, age or protected veteran status. For
the complete University of California nondiscrimination and affirmative action
policy see: UC Nondiscrimination and Affirmative Action Policy at
Employment is contingent upon completion of satisfactory background
Visit the UCLA Library Employment and Human Resources website at:
Los Angeles, CA
Cover Letter - Describing qualifications and experience.
Curriculum Vitae - Your most recently updated C.V. detailing education and
References - Names and contact information for three professional references,
including current or previous supervisor; contact information only.
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