Under the general supervision of the Assistant Head of Arrangement and Description, assists with establishing initial physical and intellectual control over all incoming University archive and manuscript collections, and in some cases, publications. Assists in establishing physical and intellectual control over incoming manuscript and archival collections by applying departmental standards for preservation, arrangement, and description. Ensures proper legal transfer of ownership by performing content verification of new accessions against available data and other paperwork for the purposes of finalizing gift acknowledgements; resolves or reports discrepancies to the appropriate archivist. Generates acknowledgements for gifts and transfers. Carries out arrangement of large and/or complex archival and manuscript collections, as directed by the archivist, based on the material and available information and in consultation with supervisor as necessary. Prepares and updates finding aids in ArchivesSpace and EAD/XML for collections using finding aid authoring tool, XML editing software, or by converting or upgrading files in legacy formats. Proofs finding aids generated by others. Creates and updates archival description, including MARC cataloging records in Voyager and description of digital surrogates in the digital assets ingest and cataloging system. Performs weekly update of finding aids to Yale Finding Aid Database. Validate files against the EAD schema and Yale EAD best practices schema; update EAD metadata as needed to comply with local style guidelines; extract metadata from MARC records and append it to new EAD instances; perform proper file management to ensure persistence of copies of record; and upload EAD instances by deadline each week. Applies basic standards for archival storage and preservation of collection material, including reboxing and refoldering; identifies problematic material in need of conservation treatment. In consultation with the archivist, plans own work and plans and directs the work of student assistants. Compiles work statistics. Oversees or completes the box and folder labeling and barcoding of archival and manuscript collections. Documents the workflow and procedures for accessioning and initial control of newly acquired collections; contributes to the review and revision of departmental and unit manuals for accessioning and processing. Locates manuscript materials in the technical processing workflow for departmental staff. May assist with the ingest of electronic files into a preservation repository. Works cooperatively within the department to effectively accomplish work assignments. Resolves workflow problems and answers procedural questions within the team. May also perform a wide variety of public service duties using knowledge of the policies, procedures, collections, indexes, and guides of the department and the university, as well as knowledge of the content, organization, and restrictions of its collections. Other duties as assigned, including assisting with disaster recovery operations. Performs other related duties as needed. May serve on committees within the YUL system. May be assigned to work at West Campus location in West Haven, CT. May be required to assist with disaster recovery operations.
Posting Position Title: Archives Assistant 2
University Job Title: Archives Assistant
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Demonstrated intermediate to advanced knowledge of, and ability to use in daily work, Windows operating systems; Microsoft Office products including Word and Excel; Outlook email and calendar programs; and databases.
Required Skill/ability 2: Demonstrated ability to read and understand materials sufficiently to organize and describe collections, including hand-written texts.
Required Skill/ability 3: Demonstrated ability to interact and communicate, orally and in writing, tactfully and effectively with a wide variety of patrons and staff; use correct grammar, spelling, and punctuation in written communications such as correspondence, reports, and documentation; and excellent proofreading skills.
Required Skill/ability 4: Demonstrated ability to work both independently and collaboratively on complex tasks with little supervision; excellent organizational skills; and attention to detail.
Required Skill/ability 5: Demonstrated ability to train and monitor the work of others.
Preferred Education, Experience and Skills: Experience with archival processes and procedures for accessioning, arrangement and description, and preservation. Experience editing/creating records in Voyager, ArchivesSpace or Archivists' Toolkit, or other comparable bibliographic and/or archival control systems. Experience with encoding and data standards, including MARC and EAD. Experience working with University office filing systems.
Required Licenses Or Certifications:
Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.