University of Massachusetts Amherst

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts, and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The University Archivist is part of the special collections and university archives (SCUA) and works closely with relevant library programs, faculty, students, and staff to implement a strategy for the University Archives. The archivist will serve as an advocate for the collection and use of the records of UMass Amherst. This position is responsible for developing strong relationships across the university community in order to advise on retention and preservation of records and ensure the regular transfer and long-term preservation of both physical and born-digital materials to record the diverse perspectives and experiences of UMass Amherst campus life. The University Archivist will lead services that ensure the acquisition, curation, preservation, access to and promotion of physical and born-digital assets that are under the University Archives’ stewardship, including collections of memorabilia and realia. The University Archivist will be responsible for overseeing the development, processing, care, and public access of the official and unofficial records of UMass Amherst, as well as the personal and professional papers of its faculty, staff, students, and alumni.

Essential Functions

• Serve as an advocate for the collection and use of the records of UMass Amherst. Develop strong relationships across the university community in order to advise on retention and preservation of records and ensure the regular transfer and long-term preservation of both physical and born-digital materials to record the diverse perspectives and experiences of UMass Amherst campus life.
• Raise awareness of the importance of preserving University records among faculty, staff, departments, and associates of UMass Amherst. Advocate with faculty, student groups, and other interested parties for use of University Records collections in classes, lectures, and in other venues. Describe university records operation and collections for staff, users, and the public as required.
• Partner with university departments in order to facilitate records transfers; survey and appraise university records not yet in the Archives; and oversee orderly transfer of records. Train university office personnel regarding scheduling, disposition, and transfers of office records. Maintain records of transfers and of contents and locations of transfers housed off-site. In accordance with SCUA departmental guidelines, implement collection policy for university records and advocate for records retention.
• Collaborate with student groups to capture and activate their official and unofficial records of campus life and experience.
• Provide reference service to users of the Robert S. Cox Special Collections and University Archives Research Center as required, handling questions directly or referring them as appropriate. Search university departmental databases, websites, resources, and other finding aids and collections to find answers to questions posed by all correspondents, whether virtual or in-person.
• Classify, process, arrange, describe, digitize, and create metadata for finding aids and other discovery tools for permanent university records and other selected collections according to archival theory and practice, to assist users in finding required materials. Conduct research necessary to prepare descriptions and finding aids.
• Make recommendations on departmental policies, procedures, and acquisitions and participate in departmental policy development and planning activities. Oversee the accurate and timely availability of documentation for all procedures and processes.
• Assist in preparing exhibits of materials drawn from the university records for the Libraries or campus partner exhibit or event spaces as required. Lead special collecting projects relevant to University (capitalization is unclear—sometimes it’s “University” and in other places it’s “university”) history as needed. Give public presentations on the history of UMass Amherst to alumni and other groups as required.
• Maintain classification scheme and alphabetic list of university record groups and series at a level of accuracy suitable for digital access.
• Monitor and maintain departmental environmental systems for preservation purposes. Maintain supplies and analyze equipment needs, making recommendations to the Associate Dean. Participate in planning for appropriate usage of available floor and shelf space.
• Maintain security of materials. Ensure that unauthorized personnel do not enter the stack area. Supervise physical use of materials to ensure they are not mutilated or stolen.
• Participate in collecting, maintaining, and analyzing collection usage statistics for monthly reports as needed. Ensure transparency in sharing collection assessment activities to support data-driven decisions.
• Maintain an active professional presence through publication, presentations at professional meetings, and committee service for professional organizations.
• Supervise student workers who assist with University Archives.

Other Functions

• Work creatively, collaboratively, and effectively to promote teamwork, diversity, equality, and inclusiveness within the UMass Amherst Libraries and the Campus.
• Develop collegial working relationship with other Five Colleges archivists to facilitate resource and information sharing, develop cooperative projects, and best practices guidelines as applied to the maintenance of university records. Represent the Libraries at Five College Committees, Boston Library Consortium Committees, or other selected professional meetings and conferences as required.
• Serve on internal library committees as needed.
• Perform other related duties as assigned in support of the mission and goals of the Libraries and the department.

Organizational Values:

• Commitment to support justice, equity, diversity, and inclusion (JEDI) within the Libraries and across the institution.
• Ability to build and sustain effective working relationships and work collaboratively in a diverse and fast-paced environment. 
• Purposefully promote a One Library environment that encourages inclusion, personal growth, respect, self-reflection, curiosity, and continuous learning for all.
• Understands responsibilities with respect to conflicts of interest and behaves in ways consistent with both law and with university policy.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Graduate degree in librarianship (from a program accredited by the American Library Association or its appropriate equivalent in librarianship from another country), or related field, or combination of an advanced degree in a relevant subject area and experience in libraries, archives, museums, or similar institutions.
• Minimum of 2 years of experience working with stakeholders and materials in an archives or records management setting.
• Experience building relationships with internal and external partners with a strong commitment to public service and proven ability to work effectively with a diverse population of faculty, staff, students, community members, or other stakeholders.
• Demonstrated experience conducting outreach to faculty, campus units, student groups, external community, or other relevant groups.
• Evidence of excellent written and oral communication and interpersonal skills including the ability to communicate clearly in presentations and in outreach or advocacy work.
• Demonstrated experience with archival appraisal, arrangement, and description.
• Experience applying archival principles and standards in a digital environment.
• Familiarity with material history collections management and best practices relating to artifact care, processing, and exhibition.
• Awareness of technologies, best practices, standards, ethics, and trends in archives and records management in physical and digital environments.
• Ability to manage time effectively, set performance goals, and work both independently and collaboratively in a flexible, energized, and supportive environment that celebrates a growth mindset.
• Knowledge of archival and other relevant metadata standards.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Working knowledge of cataloging/metadata tools and systems for creating, editing, harvesting, and transforming metadata.
• Grant writing experience.
• Knowledge of digital and emerging technologies.

Physical Demands/Working Conditions

Typical office environment.

Work Schedule

• The regular working schedule for this position is Monday - Friday, day hours. 
• The incumbent of the position is expected to work on a flexible schedule, which includes some evening, weekend, and holiday hours. 
• This position has the opportunity for a flexible work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Massachusetts Society of Professors (MSP) Union, it is subject to the terms and conditions of the MSP collective bargaining agreement. 

Salary Information

• Librarian II or III 
• Librarian II salary floor: $61,500
• Librarian III salary floor: $69,500 
• Salary commensurate with experience

Benefits

The University benefits may differ based on collective bargaining agreements (unions). Please see below for the potential benefits MSP Librarians can be entitled to obtain: benefits for the Massachusetts Society of Professors (MSP) members and benefits for MSP Librarians positions:

• Human Resources: Faculty & Staff General Benefits
• Massachusetts Society of Professors (MSP) Benefits
• MSP Librarian Positions Benefits

Promotion

MSP Librarian positions are eligible for promotion, defined as a change in rank as a librarian from one rank to the next higher rank. The bargaining unit member who gets a promotion shall receive the base salary increase in line with the MSP collective bargaining agreement. You can view the MSP Collective Bargaining Agreement, particularly, article 20, to learn more about MSP Librarian Personnel Actions, including promotion, appointment, reappointment, and continuing appointment.

Special Instructions to Applicants

To apply, please provide a cover letter, resume, and contact information for three professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, or genetic information in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of the UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.