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Assistant Director and University Archivist, Atlanta, GA


Reporting to the Director of the Rose Library, the Assistant Director and University Archivist proactively and strategically leads the Emory University Archives, comprised of University Archives, Records Management, and the Emory Oral History Program.  Responsible for the overall administration of University Archives services and collections and activation of the University Archives in support of curricular, institutional and community interests, they develop, process, and promote access of the official and unofficial records of the University, as well as the personal and professional papers of its faculty, staff, students, and alumni. They must have excellent interpersonal and communication skills to be able to foster relationships with offices that encourage compliance and participation in archiving University records of historic, financial, and legal value as well as translate records schedules, access, and use policies. The Assistant Director is responsible for risk management regarding responsible records practices and access to restricted records. They assist and support Emory’s Records Manager and Oral History Program Coordinator with the promotion and ongoing development, services, and goals of the records management program and oral history program.

Builds a network with colleagues and stakeholders across campus, alums and community partners to advance and promote the University Archives programs internally and externally.  Effective relationships with Emory leadership and offices, including the President’s Office, divisions within academic affairs, business and administration, advancement and alumni engagement, communications and campus life will ensure there is broad knowledge of University Archives services, and shared responsibility for the regular transfer of records of historic, legal and financial value to the repository. A member of the Special Collections Steering Committee, the Assistant Director will partner with committee members — Woodruff Health Sciences Center Library, Oxford College Library, Pitts Theology Library and MacMillan Law Library –to advance the University’s records retention policy, promote coherent practice with oral history programs and leverage Records Management services to support school library interests. Works collaboratively to improve promotion, knowledge and use of the Rose Library’s University Archives, engaging audiences through timely programs and events, exhibitions, digital scholarship projects, presentations, publications, articles, announcements, and other effective means. Is responsible for supporting discovery of University Archives resources with accurate information available in library systems that include LibGuides, Web pages, Finding Aids, as well as innovative strategies that may include digital scholarship and regional or national aggregated resources.

The Rose Library prioritizes elevating the histories of historically marginalized communities, building reciprocal relationships and advancing user and community centered services. Growth opportunities include collecting records from student organizations, emphasizing efforts to document historically marginalized communities who are a significant part of the University’s history and community, and strengthening documentation of alumni stories, through the Emory Oral History Program’s underrepresented voices series. The incumbent is responsible for seeking external and donor support from granting institutions and community partners that will enable the University Archives to strengthen its programs. The incumbent attends local, regional and national conferences examining legacies within higher education of institutional racism, slavery, and other forms of systemic oppression of marginalized communities. 

An Assistant Director, the incumbent works in close collaboration with the Director of the Rose Library and the Rose Library’s leadership team to foster a culture of trust and collaboration and to establish priorities, annual goals and policies that advance the mission of Rose Library. The Assistant Director actively ensures that the Rose Library strategic and annual planning is translated into operational goals and achievements, in alignment with the University Libraries and Emory University priorities and strategies.  

Emory Libraries requires that our employees recognize diversity, equity, and inclusion as essential core values to achieving our mission to enrich the quality of life in an inclusive work environment through competency training, reassurance of personal growth, restorative communication practices, and embrace our diverse identities of patrons within the Emory community.

Essential Responsibilities & Duties

Archival Program Administration 

1.  Responsible for planning, development, implementation, management, promotion, and assessment of collection development and management for Emory University Archives (EUA) activities, including records management and oral history.

2.  Assists and supports Emory’s Records Manager with the promotion and ongoing development, services, and goals of the records management program.

3.  Assists and supports Emory’s Oral History Program Coordinator with the promotion and ongoing development, services, and goals of the oral history program.

4.  Manages, develops and seeks opportunities to expand resources to support the EUA program.

5.  Reviews, develops, implements, and maintains written policies and procedures that govern transfer, acquisition, storage, processing, and description of University Archives materials.

6.   Provides general guidance and leadership on institutional archives campus-wide. 

7.   Sets annual priorities for the arrangement and description of University Archives collections, working with Associate Director and Head of Archival Processing to establish library-wide processing priorities.

8.   Compiles statistics and develops narrative and statistical reports on EUA activities and programs. Analyzes EUA activities and statistics and tracks institutional trends to facilitate data-driven service improvements.

9.  Manages EUA projects and proactively pursues grant-funding for team projects that align with institutional priorities.

Promoting Knowledge and Use of University Archives Programs and Services 

1.  Responsible for actively promoting the knowledge and use of Emory University Archives through events, exhibitions, digital scholarship projects, presentations, publications, articles, announcements, social media and other means to engage audiences with Emory University history.  

2.  Advances discovery through adoption of tools that include web pages, research guides, digital scholarship projects and other means to increase user access to accurate and up to date University Archives information. 

3.  Provides specialized reference services and class instruction to library users and participates on a rotating basis with other staff in the provision of reference services for the Rose Library.

 Collection Development 

1.  Responsible for identifying and acquiring materials for University Archives as identified in Collection Strategies and Collection Development Policies for University Archives.

2. Works proactively and collaboratively with administrators, staff, faculty, and students of Emory University and its constituent schools, office, and units to transfer materials of enduring value.

3.  Pursues strategic partnerships across the University to promote broad and/or strategic adoption of records practices and transfer.

4.  Uses data to strengthen collection building

5.  Represents University Archives interests in university-wide developments related to digital curation, digital preservation and storage, and use of records of all kinds in all formats.

Supervisory and Team Building Responsibilities 

1.  Serves as the department (or unit) head for University Archives with programmatic responsibility for functional areas and direct supervision of librarians (and/or staff) (2 FTE librarian, and student employees).   

2.  Works with direct reports to coordinate recruitment, hiring, orientation, training, supervision, and evaluation of staff and student employees. Coaches, mentors, and counsels both direct and indirect reports in order to develop staff in a positive and proactive manner ensuring individuals have opportunity to develop broad knowledge of library operations and services as well specialized skills.  Works with LHR staff to develop specific training for staff based on need and participates in succession planning and management initiatives as appropriate.  

3.  Establishes and maintains communication with department/unit staff to facilitate the work of the library and ensure library staff is informed of library activities and initiatives.  

4.  Mentors, coaches, and supports a collaborative culture where conflicts are resolved, communication is professional, and trust is fostered.

5. With the Rose Library Leadership Team, establishes Rose Library priorities, goals, and policies, as well as develops annual plans that identify new and continuing initiatives, allocate staff, and delineate budgets.

Campus Contributions and Professional/Scholarly Association Involvement & Activity

1. Participates in appropriate professional and scholarly associations and organizations including maintaining membership and/or accreditation; attending meetings, conferences, workshops; and serving in appointed or elected positions.

2.  Maintains up-to-date professional knowledge and skills in areas related to primary job assignment as well as maintains general knowledge of current trends in higher education, academic libraries, and information and educational technology.

3.  Provides reference assistance to Emory students and faculty, visiting scholars, and the public as needed and assigned.

4.  Adheres to guidelines outlined in the Handbook Governing the Librarian series for Faculty-Equivalent Librarians to ensure appointment, appointment renewal and promotion-in-rank

5. Participates in library and campus committees as appropriate for service purposes.Represents the library on university committees 

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