Indiana State University

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University Libraries

DATE:                                  5/13/09

DEPARTMENT/UNIT:      University Digital & Archival Services-University Archives

POSITION CODE:              CR9469

POSITION TITLE:              Library Associate IV (reclassed 5/13/09 from Office Assistant III)
                                             (Vacant)

POSITION SUMMARY

The position applies a comprehensive knowledge of major archives functions in conducting reference, processing, and distribution of archival records and materials. This position is responsible for providing archival reference service and other specialized services meeting the needs of archives patrons.  This position is responsible for planning, organizing and directing the workflow of the archives unit, including supervision of support staff, graduate assistants and student workers.   Position is responsible for technical archives projects including: web design, database management, and media productions.   Exercises considerable judgment within the established procedures and guidelines; uses direction, independent action and judgment to analyze facts, make decisions, take or recommend action; demonstrates responsibility for and commitment to self-assessment of expertise; seeks advanced training opportunities to apply new and evolving methods and technologies; communicates well in person, over the phone and via electronic mail; possess excellent interpersonal skills, including tact, courtesy and civility, in accordance with the Library’s mission, vision and values; and interacts with faculty, staff or outside constituents concerning archival issues and procedures.  All activities are performed in consultation with the University Archivist.

IMPACT STATEMENT

This position is of great importance to the continuing development and operation of the ISU Archives.  With primary responsibilities in serving the reference requests of the Archives’ users, the specialization in roles between the University Archivist and the Library Associate will allow the Archivist to focus more in depth into the appropriate accession of new materials, able management of institutional records, and research into furthering archival practices.  This position, being specialized in reference services and overseeing the student employees, will be able to oversee the initial reference question all the way through to the copying or scanning of materials, which will provide a seamless service to our users.  As the Archivist takes full advantage of new archival tools and databases, this position, as described, will be an asset to the organization by improving the management of the collection while expanding our capacity to meet user requests.  As specially made media programs, exhibits, and a further refined website are developed, our visibility, as an institution, will increase allowing us to further develop the collections while simultaneously building outreach relationships with the student body, campus staff and faculty, and alumni all over the world.

DUTIES AND RESPONSIBUILITIES

1. Performs or is able to perform all duties and responsibilities of a Library Associate I, II, and III in the Archives unit.

2. Provides specialized and general reference assistance to patrons utilizing a broad range of archival records and materials.  

3. Supervises Archives support staff, graduate assistants and student workers.

4. Directs and contributes to the development of databases and media productions and maintains products produced for future display or research use.

5. Develops and maintains electronic tools such as web pages and databases.

6. Produces reports for the University Archivist.

SUPERVISION RECEIVED

Reports to the University Archivist.

SUPERVISION EXERCISED

With delegated authority, interviews and recommends selection of applicants; conducts staff training, assigns and schedules work, acts upon leave requests, and conducts annual performance evaluations; assists in the organization of workflow between or among staff and teams; trains others in the use of specialized software, procedures, etc; continually reviews access tools to assure that information is easily and readily attainable by our patrons.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Understanding and knowledge of archival materials or experience working in records management.

2. Ability to work independently or in a team environment.

3. Effective organizational, interpersonal, and communication skills including the ability to interact effectively with a wide variety of individuals both internal and external to the archives.

4. The ability to use technology effectively and to adapt to technological and organizational change.

5. Evidence of a commitment to service excellence and to serving in professional community outreach roles.

6. Experience with technology including web design and database development.

EDUCATION AND EXPERIANCE

A bachelor’s degree and 2 years of Library or relevant experience, or an associate’s degree and 4 years of Library or relevant experience.

LANGUAGE SKILLS

Ability to read, analyze and interpret technical procedures and governmental regulations.  Demonstrated ability to write reports, business correspondence, and produce policies, procedures and manuals.  Ability to effectively communicate information and respond to questions from groups of patrons including university departments, support staff, faculty, administration, students, alumni, and non-ISU affiliated patrons.

PHYSICAL DEMANDS

Ability to sit for long periods of time; stand, walk, bend or stretch: answer phones; move loaded book trucks from place to place throughout the building; lift reams of paper, hard bound volumes, Hollinger boxes (occasionally up to 30 pounds); and use close vision, distance vision, color vision, peripheral vision, depth perception, and adjust focus. .

Mathematical Skills

Ability to arrange numbers sequentially; add, subtract, multiply, divide, and interpret whole numbers, common fractions, and decimals, using a variety of databases such as Access; combine mathematical and alphabetical skills to create/place records numbers in correct order; gather, interpret and enter statistical information into a software spreadsheet package; analyze budgets and produce projections based on various scenarios; and apply concepts such as fractions, percentages, and proportions to differing situations.

Reasoning Ability

Ability to apply principles of logical and scientific thinking to a wide range of intellectual and practical problems; deal with nonverbal symbolism (formulas, graphs, archival standards, etc.); and deal with a variety of abstract and concrete variables.

Application:

Internal applicants only.  See https://www.jobs.indstate.edu to apply.  Review of applications begins immediately and will continue until position is filled.

Rev. 04/01/09 jle