University Archives Assistant

University of Wisconsin Madison • Madison, WI

5d • Onsite

About The Position

University Archives and Records Management is part of the UW-Madison Libraries and is the primary home for collections documenting UW-Madison's rich history. Its mission is to preserve and promote university history by collecting and providing access to a diverse array of archival materials that have permanent historical value. Located in Steenbock Library, the Archives' collections span the full history of the university and include faculty papers, administrative and departmental records, student organizational records, and documentation of campus life and culture. We collect and care for a variety of formats including paper correspondence, minutes and reports, photographs, film, audio and video recordings, scrapbooks, and electronic files of permanent historical value. We run a robust Oral History Program, provide records management services, and serve as an educational resource encouraging administrative and scholarly research among students, faculty, staff, and the general public. Our collections include over 36,000 linear feet of paper and published material, 2.5 million photos, over 2,100 oral histories, 4,500 audiovisual materials, 8,500 audio recordings, memorabilia, campus publications and other University records. The UW-Madison University Archives and Records Management unit is seeking a highly motivated, service-oriented person to assist with administrative services, public services and research support, collection management, oral history, preservation, and outreach. The successful applicant will act as the University Archives' primary facilities management contact, perform stack management duties, and assist staff in hiring student employees. The ideal candidate will be flexible, have keen attention to detail, respond well to multiple competing demands, communicate effectively, and be able to work independently and as part of a team. The successful candidate will perform a variety of duties, including, but not limited to: Receives and accessions new acquisitions of archival collections; oversees re-housing and stabilization of collections for processing preparation. Collaborates with Records Management staff to follow and complete collection deaccessioning workflows and procedures. Assists with Oral History Program administrative duties as assigned by the Distinguished Oral Historian (i.e. processing oral history interviews, scheduling oral history interviews, assisting with programming and outreach, and other administrative tasks). Performs basic preservation tasks such as environmental monitoring, re-housing collections, creating enclosures in consultation with University Archives and Records Management staff and the Libraries’ Preservation Department. Manages and orders supplies. Performs stacks management and stacks maintenance duties. Retrieves and re-shelves archival collections. Fulfills most duplication requests for local and remote researchers, and performs other duplication duties as assigned. Investigates copyright status for all duplication requests. It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location. This position is full-time, 100%. Ongoing/Renewable

Requirements

• Demonstrated proficiency using standard office software, including word processing and spreadsheet applications.
• Demonstrated experience working in a library, archives, or higher education setting
• Ability to reach, bend, stoop, and lift full record storage cartons (not greater than 50 lbs.), maneuver a fully loaded cart, and to go up and down stairs, ladders, and step stools with or without an accommodation.

Nice To Haves

• Experience working in a customer service or other public-facing role
• Experience working with student employees
• Ability to work independently and as part of a team
• Demonstrated ability to manage multiple competing priorities while maintaining attention to detail, and meet deadlines
• Ability to identify and analyze problems and develop effective solutions
• Demonstrated ability to communicate clearly and effectively

Responsibilities

• Hires, trains, and guides student employees and monitors student workflows (5%)
• Provides complex support to the day-to-day operations of library services to provide guidance in the use of library information resources, operations, and policies; or to acquire, prepare, and preserve library information resources for use (15%)
• Contributes to the development of policies and procedures (10%)
• In coordination with the University Archivist, serves as the primary facilities manager for University Archives and Records Management, and primary contact with Steenbock Library Building Manager. Often interacts with other campus facilities staff and and external contractors (10%)
• Participates in committee work within the library and the university (5%)
• May assist and educate both face-to-face and remote customers in the use of technologies and tools to create, seek, use, and manage information (5%)
• Interprets policies and procedures to answer non-routine questions and resolve complex issues (5%)
• Actively participate in an inclusive, welcoming and respectful workplace (5%)
• Utilizes designated library systems, tools, standards, and practices to locate, retrieve, and organize; or describe, edit, preserve, and reformat a variety of library information resources (15%)
• May create invoices, process complex orders, and resolve any purchasing discrepancies (5%)
• Conducts reference searches to locate relevant materials and answer questions as needed (10%)
• Utilizes library software and systems to retrieve, enter, and report on data using a wide variety of applications (5%)
• Provides complex library services support in absence of a supervisory authority. Acts as a resource to other library staff (5%)

Benefits

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund
• generous vacation, holidays, and sick leave
• competitive insurances and savings accounts
• retirement benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED