Research and Technical Services Managing Archivist, UC San Francisco

Job Purpose

The UCSF Library is seeking enthusiastic, innovative, and growth-focused candidates to join the Archives & Special Collections team for a position of Research and Technical Services Managing Archivist. This is a full-time, permanent position.

The Research and Technical Services Managing Archivist will lead and enhance two major service points by overseeing and providing expert guidance for collection management program that includes all aspects of appraisal, accessioning, arrangement, description, cataloging and preservation of archival material in accordance with professional best practices and standards. This position also has primary responsibility for managing discovery and research services provided by the A&SC through implementing an inclusive environment for guiding and empowering users to conduct research with UCSF collections. The Research and Technical Services Managing Archivist will participate in teaching and learning activities by providing educational, programmatic, and promotional outreach to faculty, students, staff, and community users.

UCSF Library Archives and Special Collections

UCSF Archives and Special Collections is a dynamic health sciences research center that contributes to innovative scholarship, actively engages users through educational activities, preserves past knowledge, enables collaborative research experiences to address contemporary challenges, and translates scientific research into patient care.

The mission of the UCSF Archives and Special Collections is to identify, collect, organize, interpret, and maintain rare and unique materials to support research and teaching of the health sciences and medical humanities and to preserve institutional memory.

Duties and Responsibilities

Reporting to the Head of Archives and Special Collections, the Research and Technical Services Managing Archivist will provide leadership in setting priorities and determine appropriate approaches for processing collections and preparing them for discovery and use. The successful candidate will be responsible for overseeing planning, determining levels of processing, establishing timelines, evaluating outcomes, and providing quality control for archival description. The Managing Archivist has responsibility for encoding finding aids using Encoded Archival Description (EAD) for contribution to the Online Archive of California and contributing descriptive metadata to Calisphere. Working closely with the Head of the department, the Managing Archivist participates in collection acquisition, appraisal, and donor relations activities.

The Managing Archivist is responsible for creating policies, procedures, and workflows in compliance with the archival description standards and implements technologies and strategies to support these activities.

The Managing Archivist will design and administer service model that delivers excellent user-centered services by managing all reading room activities and reference services, including staff training and scheduling. In consultation with the Department Head, the Managing Archivist is also responsible for development and implementation of policies and procedures for reference, duplication, access, and reading room services in Archives and Special Collections in accordance with professional standards and best practices.

The Managing Archivist participates in user education and other outreach activities including tours, open houses, publications, presentations, social media; assists with curating and mounting the department’s physical and digital exhibits.

The successful candidate manages supplies and collection storage and contributes to grants writing and management. The Managing Archivist collaborates with librarians and staff throughout the Library and University, including Collection Management, Makers Lab, Records Management, University Development and Alumni Relations, and others on cross departmental initiatives including grant projects and outreach events. Directly supervises and evaluates the work of 1 FTE and 1-3 student assistants/interns.


  • Applicant must have a master’s degree from an ALA-accredited institution, or a master’s degree in archival administration, or a related field with relevant experience.
  • Minimum of five or more years of progressively responsible experience in a special collections and archives setting with focus on reference, outreach, and processing.
  • Understanding of and commitment to the standards, ethics, security guidelines, and best practices in use by special collections professionals and related professional groups including ACRL’s Rare Books and Manuscripts Section and the Society of American Archivists.
  • Experience working with ArchivesSpace and other collection management systems.
  • Successful experience applying efficient processing techniques in accessioning, appraising, arranging, describing, and preserving archival collections and preparing finding aids of varying size and complexity.
  • Understanding of and commitment to professional standards, vocabularies, and best practices for archival processing and description, including Describing Archives: Content Standard (DACS), EAD, EAC-CPF, LCSH, AAT, RDA, and MARC.
  • Demonstrated ability to organize and prioritize work, with strong project management skills, and the ability to use considerable judgment and take initiative.
  • Effective at meeting deadlines, adjusting priorities, and working on multiple projects simultaneously.
  • Experience with, or ability to learn skills for the supervision and training of archival assistants/interns and staff.
  • Excellent written communication skills to compose archival materials descriptions. Demonstrated ability to develop written project documentation, process procedures, reports, etc.
  • Demonstrated ability to maintain and safeguard confidentiality of documents and information collected and reviewed.
  • Possess a record of professional achievement in research, scholarship, and service, with an appropriate publication and presentation history commensurate with the UCSF requirements for appointment at the academic rank of Assistant or Associate Librarian.
  • Experience with or ability to learn processing of digital collections, data migration, digital curation, and mapping of metadata schema.
  • Experience in curating and mounting exhibits.
  • Strong foundation in intellectual property issues related to libraries, archives, and special collections.
  • Experience managing digitization projects.
  • Ability to analyze, learn, and implement evolving technologies.
  • Proven ability to cultivate an environment of diversity and inclusion.
  • Experience with assessment tools and methods.
  • Certified Archivist.
  • Experience with medical and/or scientific archives.

Duties and Responsibilities – Detailed

Accessioning and collection management
  • Assist with off-site survey and appraisal.
  • Manage physical transfer of all incoming records.
  • Accession all incoming collections material, including basic stabilization and description, ensuring that newly accessioned material is available within a reasonable timeframe.
  • Accession existing backlog of recently acquired and legacy collections.
  • Facilitate the transfer, storage and description of inactive records from university departments and offices, ensuring that they are preserved and accessible.
  • Manage the documentation and workflows for accessioning and deaccessioning activities.
    Arrangement and processing of archival collections:
  • Establish and document workflows for processing, including appraisal, and ensures best practices are followed
  • Recommend approaches to organize and describe complex archival collections, independently create processing plans and implement them in timely manner.
  • Arrange and describe collections in all formats. Create EAD-encoded guides for presentation on the Online Archive of California and MARC records
  • Act as support for all grant-funded processing projects.
  • Train archival staff, interns and volunteers on best practices to arrange and process archival collections.
  • Maintain the collection management database for processing, tracking, metadata generation, and stacks management.
  • Identify and suggest remedies for preservation issues for new and existing accessions, in consultation with UCSF and UC Berkeley colleagues.
  • Oversee collection management activities for on-site storage and technical services work areas, plans collection shifts, and conducts environmental reviews.
  • Work with vendors to maintain the mobile shelving system in on-site storage and collaborate with colleagues on space planning and remote storage usage.
  • Coordinate with UCSF records management program.
  • Maintain supplies for collection processing and storage.
  • Address gaps in the historical collections, helping to identify records of permanent historical and research value for documenting the history of UCSF and health sciences in the Bay Area.
  • Collaborate with the Digital Archivist to help manage workflows for digital acquisitions, processing digital records, and managing intellectual relationships between physical holdings and digitized surrogates.
  • Supervise a Processing Archivist. Responsible for performance management, coaching, and workflow supervision. Manage students as needed.
Metadata Management
  • Independently create MARC records for Archives & Special Collections materials and add them to the library’s online catalog for all new accessions as well as for the backlog of uncatalogued collections.
  • Identify and fill in gaps in metadata about collections, recommends solutions to increase intellectual control and accessibility of archival materials.
  • Maintain the ArchivesSpace database, including collection quality control.
    Access and reference services:
  • Provide in-person and virtual reference assistance analyzing materials in Archives & Special Collections as well as online sources.
  • Receive, coordinate, and fulfill reproduction requests in analog and digital form, including digitization on-demand.
  • Ensures compliance with HIPAA, FERPA, and any other legal and institutional restrictions that affect the archival collections and their availability for research.
  • Design and administer service model that delivers high-quality user-centered services; identify and implement changes to service model and supporting processes.
  • Manage the A&SC Reading Room and its operations, including assisting patrons, materials circulation, safe handling of collections, and reading room supplies.
  • Administer A&SC system for registering patrons and tracking their requests for and use of collection materials; work with colleagues and other staff at UCSF and NRLF to ensure collection material is onsite and ready for use when patrons arrive in the reading room.
  • Create and maintain training materials and manuals for desk staff and student assistants and provide training for consistent, courteous, efficient, and equitable patron service.
  • Coordinate, maintain, and analyze circulation, reference, and other use statistics; prepare annual reports on reading room operations.
  • Set and maintain schedules for reading room and reference coverage; maintain hours on the library website.
  • Ensure excellent service, friendly reception, and positive research interactions for researchers of all skill levels using A&SC collections.
Outreach, education and marketing services
  • Participate in departmental social media initiatives.
  • Research and write bi-weekly posts for archives’ blog Brought to Light.
  • Support outreach programs, including lecture series, open houses, tours.
  • Participate in the development of programs and exhibits that promote the objectives and goals of the strategic plan of the Library and the University.
  • Curate and mount exhibits.
  • Work with archives colleagues, librarians and faculty to prepare and lead instruction sessions with primary source materials, including evaluating and selecting materials and developing class plans.
  • Promote inclusive teaching practices and a commitment to accessibility in the development and delivery of services and programs
  • Contribute to grants writing and management, help identify funding opportunities.
    Other duties as assigned.
  • Participates in scholarly and professional activities at a local, regional, and national level.

UC San Francisco seeks candidates whose experience, teaching, research, or community service that has prepared them to contribute to our commitment to diversity and excellence. 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.

Please apply online at

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