Special Collections Processing Assistant

Special Collections Processing Assistant

University of California Santa Barbara

Job Posting Details

Position Number: 40077057

Payroll Title: Library Assistant 4

Job Code: 006759

Job Open Date: 1/15/2025

Application Review Begins: 1/31/2025; open until filled

Department Code (Name): LIBR (LIBRARY)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $29.05 to $34.87/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $29.05 to $42.92/hour.

Work Location: Davidson Library - 1302A

Working Days and Hours: Monday - Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

UCSB Library empowers researchers and students to create and adapt knowledge for the benefit of society. Situated at the interdisciplinary crossroads of campus, the Library embodies scholarship and advances UCSB as a world-class research and learning institution. With a staff of 240 employees and student workers, the Library manages more than 3.6 million unique print and digital resources, including world-renowned special research collections, and provides a wide range of innovative research, teaching and learning services to more than 2 1/2 million physical and virtual visitors per year.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the direction of the Special Collections Processing Unit Head and working collaboratively with Curators and the Special Collections Processing team, the Special Collections Processing Assistant accessions incoming archival collection materials in all formats, creates and establishes processing plans for collections, processes collections, including those containing audiovisual and born-digital elements, trains and supervises students in the processing of simple collections or portions of collections, creates indexes, container lists, and finding guides. Using the library content management system (CMS) and other tools, creates EAD finding guides for publication. Maintains and updates collection records in ArchivesSpace and republishes guides as needed. Collaborates with catalogers on cataloging collections and with metadata and digitization staff on collections being digitized. Works with Curators and Department staff on identifying collections for the SRLF transfer. Contributes to both the processing unit's and the SRC department's policies, procedures, and the design of productive workflows. In carrying out this work, the Special Collections Processing Assistant uses independent judgment and works with minimal supervision.

Required Qualifications:

• Bachelor's Degree or equivalent training and experience.

• Evidence of ability to organize and analyze information in an archival setting, set priorities, manage projects, meet deadlines, and work collaboratively alongside team members.

• Demonstrated ability to analyze and resolve complex problems and recommend solutions.

• Ability to independently learn new technologies and their applications in a library or archives setting.

• Excellent organizational skills and attention to detail.

• Excellent verbal and written communication skills.

• Must be able to meet multiple deadlines in a fast-paced academic environment.

Preferred Qualifications:

• Knowledge of current national archival and descriptive standards and best practices including appraising, accessioning, arranging, and describing special collections materials.

• Familiarity with ArchivesSpace or other Content Management System, Encoded Archival Description, Filemaker Pro, and Online Archive of California.Special Conditions of Employment:

• Schedule may vary.

• Satisfactory conviction history background check

• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy UC Anti-Discrimination Policy Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 80% Collection Management & Processing - Accessions incoming archival collection materials in all formats. Create and maintain accession records for all new acquisitions and donations in library CMS in accordance with established national and local practices. Processes collections by creating a descriptive framework for use by researchers. Responsibilities include arrangement and description of personal papers, organizational records, photographs, graphic art materials, audiovisual materials, born-digital materials, and ephemera following current archival practices. Develops and documents processing plans for archival collections, processes complex collections. Using library CMS, Excel, and other tools, creates EAD finding guides for publication, and works with online and local databases, indexes, and other descriptive access tools as needed. Maintains and revises EAD guides as needed. Coordinates work with cataloging staff to ensure completeness and accuracy of catalog records. Contributes to metadata creation for born-digital and digital materials and collaborates with digitization staff on collections being digitized. In cooperation with Special Research Collections and other library staff, assists in developing and coordinating digitization projects of collections for preservation and access, including born-digital formats. Collaborate on implementing policies, procedures, and best practices for metadata creation and for collections maintenance across the SRC's collecting areas. Writes or updates documentation and procedures in consultation with the Head of Special Collections Processing. Occasional duties requiring off-site work, to include assisting Curators, boxing, lifting/moving materials, which may require driving a UCSB vehicle.

• 15% Student Supervision - Hires, trains, directs, and evaluates student assistants in basic processing activities for archival and manuscript collections, including arrangement, description, creation of inventories, and preservation rehousing. Trains student staff in handling and care of special format materials such as works of art on paper, photographs, and fragile manuscripts. Reconciles student time cards via an electronic timekeeping system. Coordinates projects. Prepares written reports on objectives reached and contributes to the formulation of program goals and priorities.

• 5% Professional Engagement and Development - Expands knowledge of the job, library technical services (methods and tools), and broader Library and University policies by: attending training sessions, seminars, and workshops; participating in self-directed tutorials; consulting print and electronic resources; and participating in the ReADS learning activities. Attends regular departmental and unit meetings. Participates in library and system-wide committees, as appropriate.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy *Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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 University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

R easonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email [email protected]. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

To apply, please visit: https://careerspub.universityofcalifornia.edu/psc/ucsb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?P age=HRS_APP_JBPST_FL&JobOpeningId=75537&PostingSeq=1&SiteId=31&languageCd=ENG&FOCUS=Applicant