Archival Associate

Gainesville FL
Jun 27, 2017
Institution Type
Four-Year Institution
Classification Title:

Archival Associate (Library Associate 3)

Job Description:  


Archival Processing

Participates in all aspects of processing archival materials in all formats (including appraisal, selection, acquisition, arrangement, preservation, and description). Develops processing plans and workflows, particularly for digital materials. Works with the departmental personnel to establish and coordinate workflows and efficient processes. May train and supervise OPS workers, student assistants, interns and volunteers participating in unit projects and collection management activities. Prepares and improves descriptive data for collections.

Collection Management

Consults with the University Archivist to set goals and priorities for developing and improving the University Archives collections. Assists in developing collections documenting institutional history and supporting research and curriculum. Responsible for acquisition and management of born-digital materials, including designing and establishing workflows and maintenance processes. Maintains and analyzes management of technological infrastructure, ensuring continuity of content across platforms, and optimal migration of data. Consults as necessary with preservation and IT personnel. In consultation with the Collection Services Unit of the department, serves as University Archives liaison regarding physical and digital transfer of materials for collaborative management and access. Interprets policies and procedures, or programs in consultation with University Archivist. Assists the University Archivist, the University Records Manager and the Electronic Records Manager in identifying institutional records with potential historical or cultural relevance to the University.

Digital Access

Contributes to web resource development, digitization and metadata projects, or other initiatives. Oversees, maintains and improves digital access of print, manuscript and digital materials, as well as online databases, web pages, Libguides, and social media of the University Archives. Serves as liaison with Digital Production Services to align expansion of University of Florida Digital Collections (UFDC) content with the goals and mission of the University Archives. Coordinates and ensures appropriate metadata for University Archives materials in the UFDC.

Reference, Instruction, and Outreach

Develops and participates in outreach programs. Provides reference assistance to patrons, with priority response as needed. Provides general and specialized reference, instruction, and outreach services regarding University Archives. Serves as liaison to campus units, departments, colleges and university support organizations for orientations, information sessions and individual assistance with faculty and student research projects. Manages reference queries by e-mail, phone and in person for university faculty, staff and students; visiting researchers; off-site researchers; and others through knowledge of on-site and online resources. Promotes collections through preparation of exhibits, presentations, programs and other methods of interpretation and dissemination. Participates in programs, events, and outreach of the Special and Area Studies Collections Department, undertakes business travel in support of University Archives initiatives and may at times serve as acting archivist at intervals when the archivist is away from campus.


Serves on library, campus or professional committees. Participates in other departmental activities, including public service and special projects as assigned. Participates in staff development opportunities as needed and keeps abreast of current trends in research and teaching related to collections to gain and maintain knowledge for responsibilities assigned. Performs other duties as needed.


Advertised Salary:

$43,185 annually. Actual salary will reflect selected professional’s experience and credentials

Minimum Requirements: Bachelor’s degree and six years of related library experience;  or any equivalent combination of experience, training and/or education, or a Master’s degree and three years of related library experience. Preferred Qualifications:
  • Experience working with archives in an academic library or archives
  • Specialization by coursework or experience in history or related field
  • Knowledge of archival principles or experience working in libraries or archives
  • Ability to handle library and archival materials, in all formats, with sound judgment regarding care and access to historical items
  • Experience with creation of exhibits or public interpretation of historical materials
  • Experience with creation of metadata, digitization of materials, and/or digital humanities
  • Effective and accurate oral and written communications skills
  • Project management experience including supervision and training
  • Proven ability to work both independently and collaboratively with a variety of audiences, such as faculty, students, administrators, and the general public
  • Strong planning and organizational skills
  • Record of including individuals of diverse backgrounds, experiences, races, ethnicities, genders, and perspectives in research, teaching, service, and other work
  • Special Instructions to Applicants:

    To apply, submit 1) a cover letter detailing your interest in and qualifications for this position; 2) your current resume or CV; and 3) a list of three references including their contact information (address, telephone number, and email).

    Applications must be submitted by 11:55 p.m. of the posting end date.

    Health Assessment Required: No