The Archives Processing and Exhibits Assistant increases access to and visibility of original and unique research materials. The position processes these materials to enhance their accessibility to the research community, ensure their long-term availability to scholars, and provide context for understanding the collections in research and instructional environments. The position also coordinates and supports various aspects of the department's exhibits program in order to extend the reach of the department by engaging the SCU community and broad area audience. The Archives Processing and Exhibits Assistant reports to the Head of Archives & Special Collections. Department Profile The Department of Archives & Special Collections administers the original and unique research materials held by the University Library, including the historical records and scholarly output of Santa Clara University as well as the rare books and other research collections acquired to support the University's mission since its founding by Jesuits in 1851. Our collections focus on areas relevant to the University's role as a Jesuit, Catholic university in the heart of Silicon Valley and as the oldest operating institution of higher learning in California, with a history integrally connected to Mission Santa Clara, one of California's original missions.
Essential Duties and Responsibilities
1. Archival Processing (75%)
Employing More Product, Less Process principles, processes archival collections, including arrangement, description, and housing or rehousing of materials for storage and use by patrons.
Organizes the physical materials in archival and special collections, selecting or recommending materials for digitization or advanced preservation or conservation work.
Performs basic preservation work, such as rehousing, re-foldering, or creating enclosures.
Describes archival collections by creating new and/or enhancing existing basic content lists, detailed collection inventories, collection-level MARC records, and EAD finding aids; contributes descriptive records to local, regional, and national databases.
Converts paper-based finding aids to electronic formats and/or assists in the migration of legacy data to ArchivesSpace, updating or enhancing content to comply with current archival descriptive standards.
Contributes to the assessment and reduction of the backlog of unprocessed materials by enhancing existing or drafting new finding aids for collections not yet represented in local, regional, or national catalogs.
Uses archival collections management software (ArchivesSpace) to create or maintain collection information and generate finding aids in Encoded Archival Description.
In consultation with A&SC colleagues, recommends priorities for collections processing.
2. Vault and ARS Maintenance (10%)
Re-shelves materials, performs or oversees regular periodic shelf reading in the vault or auditing of restricted bins in the ARS.
In consultation with stakeholders, plans and implements or coordinates the shifting, moving, or reorganizing of collections, or reconfiguring shelving to ensure efficient use of space in the vault.
Coordinates transfer of material from vault storage to ARS storage and vice versa as appropriate and needed.
Maintains compact shelving in the vault, identifying potential problems and recommending or implementing solutions, including coordinating cleaning by Facilities or placing of service calls to the vendor.
Coordinates regular, periodic cleaning of the vault by Facilities, including dusting shelves and shelving caps, dust and water-only mopping of the floors, and vacuuming of compact shelving tracks.
Accompanies maintenance staff, cleaning staff, vendor technicians, etc. to the vault for the duration of their time spent in the vault.
Monitors growth of the collections and usage of storage in the vault and restricted bins in the ARS.
Monitors environmental conditions in the vault.
3. Exhibit Coordination and Support (10%)
Coordinates the scheduling and installation of exhibits in the A&SC Gallery, manages the exhibit calendar, and coordinates catering, facilities, and media details for events related to exhibits.
In consultation with the Head of Archives & Special Collections or colleagues within or external to the department, coordinates physical exhibition planning, preparation, production, and de-installation.
May design posters or marketing material for printing by Media Services or external vendors.
4. Other duties as assigned. (5%)
Opens and/or closes and secures the A&SC Gallery, Reading Room, staff suite and vault as needed.
May collect data on services, collections, use, and facilities for department assessments.
May staff the A&SC Reference Desk or work on department projects.
1. Recommends initiatives and implements changes to improve quality and services. 2. Identifies and determines cause of problems; develops and presents recommendations for improvement of established processes and practices. 3. Maintains contact with internal and external customers and solicits feedback for improved services. 4. Maximizes productivity through use of appropriate tools, planned training, and performance initiatives. 5. Researches and develops resources that create timely and efficient workflow. 6. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. 7. Prepares and submits reports as requested and required. 8. Develops and implements guidelines to support the functions of the department.
Provides Work Direction
May train, schedule, supervise, and evaluate students, interns, or volunteers in designated areas of responsibility.
May receive work direction from the University Archivist in addition to the Head of Archives & Special Collections. May receive training from colleagues within or external to the department.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Ability to lift up to 40 pounds of material and manage carts filled with books and other materials.
Must be able to move large quantities of materials during major shifting or collection management projects.
Spends considerable time at a desk using a computer terminal or working on the lower level in the vault or the remote processing area.
May be required to travel to other buildings on the campus.
May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
May occasionally be required to travel to outside customers, vendors, or suppliers.
The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.
Typical office and computer lab environment, mostly indoors with windows.
Mostly indoor office environment with windows.
Vault storage space is underground (partially), kept at a temperature of approximately 65 degrees Fahrenheit and 55% relative humidity, and has multiple HVAC units which regularly generate equipment noise.
An understanding of how patrons search for information and how that might inform the creation of finding aids or other descriptive records or collection guides.
Demonstrated understanding of archival collections management software (Archon, Archivist's Toolkit, or ArchivesSpace), Encoded Archival Description (EAD), and/or Describing Archives: A Content Standard (DACS).
Demonstrated experience using library automation and/or archival collections management software.
Santa Clara University, a comprehensive Jesuit, Catholic university located in California's Silicon Valley, offers its more than 8,000 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus master's, Ph.D., and law degrees. Distinguished nationally by the fourth-highest graduation rate among all U.S. master's universities, California's oldest operating higher-education institution demonstrates faith-inspired values of ethics and social justice.