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Emory Healthcare/Emory University Archivist in Decatur, Georgia


Position Summary

Reporting to the University Archivist and the Director of the Woodruff Health Sciences Library (WHSC Library), the Archivist manages efforts to accession, arrange, describe, preserve, and provide access to WHSC Library's Historical Collections, including archival and manuscript collections, both born-digital and physical, and rare books and publications. The Archivist leads this collaboration between University Archives and WHSC Library Historical Collections to better preserve Emory's medical and scientific legacy.

Working closely with the University Archivist, the Archivist will be responsible for creating and maintaining descriptive records including accession records, MARC records, and/or finding aids to facilitate increased discoverability and access to materials. The Archivist is responsible for maintaining collections storage and housing for effective access, security, and preservation of material. The Archivist oversees and participates in archival processing and cataloging of rare books and publications. The Archivist will provide excellent service to users and is tasked with promoting and facilitating access to collections. The Archivist will assist in providing university-wide records management services by communicating policies, promoting services, and arranging for records transfer of permanent records. The Archivist has the opportunity to develop digitization project proposals, curate exhibitions, plan and implement of outreach efforts, participate in instruction activities, and contribute to special projects as they arise. This position may also assist other Emory Libraries in archival management tasks.

Essential Responsibilities & Duties

Manager of Archival Collections

  1. Overall responsibility for the management of university records, manuscript materials, rare books and publications in accordance with archival standards. Management includes appraisal, accessioning, arrangement, description, and preservation work.

  2. Provides reference and consultative services for library users seeking to use the WHSC Library archival collections. Responds to reference questions in-person, by phone, and via email as needed.

  3. Collaborates with WHSC Library Collection Services staff to create descriptive, structural, and administrative metadata in accordance with nationally-accepted standards such as EAD and MARC.

  4. Collaborates with the Woodruff Library preservation unit to ensure the long-term preservation of manuscript materials in all formats, including proper cleaning and storage.

  5. Interacts with university records creators about transferring university records and with potential donors who are interested in giving archival material to the WHSC Library. Consults with transferring office and donors to explain Emory policy and procedures and may pack and/or transports material for formal accessioning.

  6. Develops proposals and plans for potential digitization projects, with the WHSC Library Director to develop digitization priorities. Works with staff in Emory Libraries' Content Division to coordinate digitization projects and assists in preparing archival collections for digitization.

  7. Serves on the Archival Practice Working Group as the representative for WHSC Library Historical Collections.

  8. Assists staff at the Oxford College Library to manage archival collections and rare books.

Outreach and Exhibitions

  1. Plans and pursues outreach activities that broadens online and in person access to the WHSC Historical Collections. Outreach activities include social media, public programs and exhibitions or displays.

  2. Manages the creation of annual WHSC Library exhibits. Serves as curator for library exhibits, and coordinates the outreach of exhibits including exhibit tours, engaging with other Emory schools and departments, and interviews. Works with the LITS Library Exhibitions Manager and exhibitions staff to coordinate a WHSC Library exhibitions program and display placement schedule.

  3. Serves as chair of the WHSC Library Exhibits Committee, coordinating the development of proposals and plans for potential exhibits.

  4. Represents on the LITS Library Events and Exhibitions Committee; works with the LITS Library Campus & Community Relations team to promote WHSC Library events.

Managerial Responsibilities

  1. Supervise .5 FTE staff position and directs the work of WHSC Library to curate exhibitions.

  2. Works closely with the University Archivist, Director of WHSC Library, and other library directors in areas of assigned responsibility ; participates in library-wide and university-wide initiatives as appropriate.

  3. Serves as the team lead for Historical Collections in WHSC Library with programmatic responsibility for the unit and the direct supervision of staff.

  4. Works with University Archivist to coordinate recruitment, hiring, orientation, training, supervision, and evaluation of staff and student employees. Coaches, mentors, and counsels both direct and indirect reports in order to develop staff in a positive and proactive manner ensuring individuals have opportunity to develop broad knowledge of library operations and services as well specialized skills. Works with LITS HR staff and University Archivist to develop specific training for staff based on need and participates in succession planning and management initiatives as appropriate.

  5. Develops and maintains up-to-date position responsibilities statements and job descriptions for staff/students within the unit.

  6. Conducts annual performance evaluations for direct reports and oversees annual process within the department/unit ensuring that annual evaluations are conducted in a timely manner and submitted on time in accordance with campus and library policy.

  7. Establishes and maintains communication with department/unit staff to facilitate the work of the libraries and ensure library staffs are informed of library activities and initiatives.

Campus Contributions & Professional/Scholarly Association Involvement & Activity

  1. Participates in library committees related to primary job assignment as appropriate.

  2. Represents the library on university committees and task forces related to primary job assignment OR at the request of the University Librarian.

  3. Serves on professional and scholarly association committees, task forces, work groups, and other entities at the local, state, regional, national, and international level as appropriate to position and area of expertise.

  4. Presents on work-related topics and research at professional and scholarly conferences, symposia, and workshops. Publishes on work-related topics and research in professional and scholarly publications.

Professional Responsibilities

  1. Participates in appropriate professional and scholarly associations and organizations including maintaining membership and/or accreditation; attending meetings, conferences, workshops; and serving in appointed or elected positions.

  2. Maintains up-to-date professional knowledge and skills in areas related to primary job assignment as well as maintains general knowledge of current trends in higher education, academic libraries, and information and educational technology.

  3. Provides reference assistance to Emory students and faculty, visiting scholars, and the public as needed and assigned.

  4. Adheres to guidelines outlined in the Handbook Governing the Librarian series for Faculty-Equivalent Librarians to ensure appointment, appointment renewal and promotion-in-rank

  5. Participates in library and campus committees as appropriate for service purposes.

Required Qualifications

  • ALA-accredited master’s degree in Library and Information Science or Archival Studies OR equivalent education and experience (relevant subject expertise combined with professional library education and/or experience).

  • Minimum one year of demonstrated experience in appraising, accessioning, arranging and describing archival records and manuscript collections, preferably in a special collections library in an academic environment.

  • Demonstrated knowledge of archival processing techniques and practices including accessioning, arrangement, description, and preservation of archival materials.

  • Demonstrated knowledge of issues relating to archives and manuscript collections.

  • Demonstrated knowledge of current national archival and descriptive standards and best practices, including working knowledge of DACS, EAD, MARC and other archival descriptive standards.

  • Knowledge of conservation and preservation needs of archival collections.

  • Ability to build and sustain effective interpersonal relationships with library staff, faculty and students, off campus faculty and administrators, campus administrators, etc.

  • Demonstrated ability to work collegially within and across organizations.

  • Ability to work creatively, collaboratively, and effectively both as a team member and independently and to promote teamwork among colleagues.

  • Evidence of analytical, organizational, communication, project, and time management skills and demonstrated ability to set priorities, meet deadlines, and complete tasks and projects on time and within budget and in accordance with task/project parameters.

  • Demonstrated proficiency and capabilities with personal computers and software, the Web, and library-relevant information technology applications. Working knowledge of standard computer office applications such as Microsoft Outlook, Word, Excel, Access, PowerPoint or other productivity software.

  • Commitment to fostering a diverse educational environment and workplace and an ability to work effectively with a diverse faculty and student population.

  • Capacity to thrive in an ambiguous, future-oriented environment of a major research institution and to respond effectively to changing needs and priorities.

  • Demonstrated knowledge of current trends and issues in research libraries.

  • Evidence of active participation, involvement, and leadership in local, state, regional, national, or international professional or scholarly associations.

Preferred Qualifications

  • Familiarity with current approaches to accessioning and describing born-digital holdings.

  • Familiarity with Archival Information Systems such as ArchivesSpace.

  • Background in the history of science and medicine and strong grounding in social sciences or humanities.

  • Experience in supervising and managing staff including coaching, motivating, and mentoring.

  • Experience in supervising and managing students or staff, including coaching, motivating, and mentoring.

  • Experience with project management and project planning.

  • Experience providing reference service, preferably in a special collection or archival setting including historical research methodology and experience with online and print research tools.

  • Familiarity with XML schemas and the use of XML editors (such as XMetal or oXygen).

  • Familiarity with the use of bibliographic information systems (such as Alma).

  • Experience in supervising and managing student assistants.

Application Procedures

Interested candidates should review the applications requirements and apply online.

Applications may be submitted as Word or PDF attachments and must include:

  1. Cover letter of application describing qualifications and experience;

  2. Current resume/vita detailing education and relevant experience; and

  3. On a separate document list the names, email addresses, and telephone numbers of 3 professional references including a current or previous supervisor.

Candidates applying by September 6th will receive priority consideration . Review of applications will continue until position is successfully filled. Emory is an Equal Opportunity/Affirmative Action Employer that welcomes and encourages diversity and seeks applications and nominations from women, minorities, people with disabilities and veterans.

Diversity Statement

Emory Libraries recognize diversity, equity, and inclusion as core values integral to achieving our mission to enrich the quality of life and advance intellectual discovery by connecting people of diverse backgrounds and experiences. We champion an inclusive work environment through competency training, reassurance of personal growth, restorative communication practices, and diverse recruitment and retention. We offer exhibits, collections, programming, and research assistance that speaks to the rich needs and identities of patrons from the Emory community and beyond. We encompass opportunities that strengthen these values. We invite you to bring your true self to the library and feel welcomed when you arrive.

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the diversity and excellence of our academic community.

Emory University is an equal employment opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply.

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Job Number 40295

Job Type Regular Full-Time

Division LITS: Library and IT Services

Department LITS: WHSC Library

Location : Name Clairmont - N Decatur

This position may involve the following Health and Safety issues: Not Applicable

Required Documents Cover letter, Letter of Interest, List of References