Accessioning Archivist, UCLA

Department: Library Special Collections

Rank and Salary: Assistant-Associate Librarian ($51,857 – $69,550)

Position Availability: Immediately

Application deadline for first consideration: May 12, 2019

Position Duties

Reporting to the Head of Processing, the Accessioning Archivist at the UCLA Library plays a key role in designing and carrying out archival accessioning and processing for newly acquired and backlogged collections through approaches that are user-centered, access-driven, and compliant with national standards and best practices. The Accessioning Archivist has primary responsibility for accessioning activities and will lead the development of a systematic accessioning strategy in LSC, as well as provide and implement recommendations to scale LSC’s accessioning program.

The responsibilities undertaken by the Accessioning Archivist are parts of a holistic stewardship ecosystem, and it is expected that the Accessioning Archivist collaborate closely with colleagues in LSC’s Collection Management, Curatorial, and Outreach and Community Engagement sections, as well as across the Library, in order to facilitate and enhance users’ experiences with LSC and its materials.

Specific duties and responsibilities include:

  • Oversee the accessioning program, including transfer and stabilization of records, establishing physical, legal, and intellectual control of incoming and backlogged acquisitions (both traditional and digital), and follow-up communication with donors, curators and, if any, appropriate stakeholders.
  • Arrange and describe archival records in accordance with accepted archival standards. Use archival information management system to create and publish finding aids. Use cataloging tools and integrated library system to create and publish MARC records.
  • Ensure completion of collection management activities during accessioning and processing, including collection surveys and assessments; developing and implementing processing work plans; identification and coordination of preservation and reformatting needs; overseeing the transfer of born-digital material; and tracking and assessing workflow tasks.
  • Arrange for the intake of new collections and perform fieldwork, in collaboration with LSC curators and donors, to survey, create brief-listings, pack, and transport materials.
  • Work closely with curators in the assessment and appraisal of collection materials during pre-transfer, accessioning, and processing phases.
  • Collaborate with the Digital Archivist to develop and implement policies and workflows for the transfer and accessioning of born-digital materials.
  • Collaborate with UCLA Library Preservation Studio to integrate preservation assessment practices into the accessioning process; conduct preservation assessments; and mitigate preservation issues during and after transfer of new acquisitions.
  • With the Head of Processing, manage location and storage of collections, including maintaining locations data, assessing and planning for storage needs for new collections.
  • Prepare and present statistical, narrative, and visual reports for internal and external stakeholders.
  • Contribute to department and library-wide outreach and community engagement activities, such as instruction and presentations, reference services, and social media.
  • Participate in the work of LSC and Library-wide committees and groups, such as the Collection Management section.

Required Qualifications

  • ALA-accredited Master’s Degree in Library or Information Science OR significant graduate-level coursework toward such a degree OR equivalent education and experience (subject expertise combined with professional library education and/or experience).
  • 2-3 years of professional experience in archival accessioning, arrangement, and description.
  • Successful experience applying efficient processing techniques, in accessioning, appraising, arranging, describing, and preserving archival collections and preparing finding aids for collections of varying size, condition, content, and complexity.
  • Demonstrated knowledge of and engagement with archival principles, as well as best practices for accessioning, efficient processing, and archival description.
  • Experience managing metadata for archival collections, including data standardization, remediation, and repurposing metadata for reuse, as well as an understanding of metadata mapping.
  • Experience with Archivists’ Toolkit, ArchivesSpace, or other archival information management systems.
  • Demonstrated knowledge, understanding, and desire to engage with current developments, trends, and technologies in special collections.
  • Ability to stay abreast of privacy, confidentiality, copyright, and related policies associated with acquisition, access, and use of archives and special collections materials.
  • Knowledge of appraisal theory and approaches of manuscripts and archives.
  • Demonstrated experience in communicating effectively with diverse communities and donors.
  • Demonstrated experience with scheduling, project planning, management, completion, and project assessment.
  • Ability to balance competing priorities and work under tight deadlines.
  • Strong research, project management, and oral and written communication skills.
  • Demonstrated ability to work independently and be self-motivated.
  • Demonstrated experience in working in highly collaborative team based environment.
  • Ability to work creatively, collaboratively, and effectively and to promote teamwork, diversity, equality, and inclusiveness within UCLA Libraries and the campus.

Desired Qualifications

  • Demonstrated experience accessioning and processing of born-digital materials.
  • Experience with XML editing tools.
  • Experience training and directing the work of student employees, delegating appropriate tasks and monitoring progress.
  • Experience providing reference to special collections users.
  • Knowledge of a language other than English.
  • Experience in donor relations and stewardship.

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. Relocation assistance may be provided.

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.


Application Procedures

Anyone wishing to be considered for this position should apply here:

Applications must include:

  • a cover letter describing qualifications and experience;
  • a current resume/vitae detailing education and relevant experience; and
  • the names and contact information for three professional references, including a current or previous supervisor.

Candidates applying by May 12, 2019 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.

Description of Institution and Library

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 35,000 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, Pritzker 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. Today the Library leads the way in collecting archival resources that range from digital formats to 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 builds and stewards special collections resources, services, and operations. Central to this re-organized unit is a Curatorial Team, Collection Management Team, Outreach and Community Engagement Team, and an Administrative Services Team. The Collection Management Team supports the acquisitions (purchase and gifts), and processing of special collections materials. The Cataloging and Metadata Team includes rare book cataloging and collaborates with the Cataloging and Metadata Center. Library Special Collections works closely with the Preservation Studio, the Digital Library Program, and other library units and teams, including User Engagement and Digital Library Technology Team. 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. Library Special Collections is part of the Distinctive Collections Portfolio at UCLA that includes International Studies and the East Asian Library.

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

Under federal law, the University of California may employ only individuals who are legally authorized to work in the United States as established by providing documents specified in the Immigration Reform and Control Act of 1986.  Employment is contingent upon completion of satisfactory background investigation.

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