Collections Data Archivist (term)

Los Angeles
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Created: July 7, 2016


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 world.

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 doors.

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.

Position Duties
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 management.
• 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 data.
• 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 new procedures.

Required Qualifications
• 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 priorities.
• 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 among others.
• 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.

Desired Qualifications
• Experience developing and implementing new workflows, policies, and procedures.
• Experience training and directing the work of student assistants.

General Information
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 contributions.

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 learning.

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 investigation.

Visit the UCLA Library Employment and Human Resources website at:


Los Angeles, CA


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Last updated: Tuesday, February 28, 2017 23:40 UTC