Archivist & Records Manager at Wheaton College

The Archivist and Records Manager manages the day-to-day operations of the Marion B. Gebbie Archives and contributes to the Records & Information Management (RIM) program of the College, as well as works with administrative departments to create records schedules and assists administrators with effective management of College records in all formats.

Responsibilities of the Archivist and Records Manager include, but are not limited to, the following:

  • Manage the collection, accessioning, processing, describing, preserving, and protecting of the historical, pictorial, audiovisual, and administrative records and related memorabilia of Wheaton College and its alumnae/i association.
  • Control access to the archives and special collections, assure confidentiality of Wheaton’s permanent restricted records, and protect the privacy of individuals represented in the records.
  • Manage intellectual access to the collections, including the preparation of Encoded Archival Description (EAD) finding aids using automated systems, and manage cataloging of collections for the online catalog.
  • Manage Archives & Special Collections and RIM websites, including updating the department’s collection information and assisting with design of virtual exhibits.
  • Participate in College-wide digital asset management planning and initiatives, including archival projects for Wheaton’s institutional repository.
  • Direct records management activities and programmatic approaches to print record management.
  • In cooperation with records creators, develop campus-wide and department-specific records access policies and retention schedules of print records. Manage off-site storage and secure shredding.
  • Participate in discussion and implementation of policies concerning records access and security, and disaster preparedness.
  • Provide training and outreach for records information management.
  • Stay current on technology trends and legal requirements that relate to recordkeeping, activities of RIM, archives and special collections, and make recommendations as appropriate.
  • Hire, train and oversee student employees.

Minimum Qualifications:

  • ALA-accredited MLS with archival or records management certification and a minimum of 3 years of professional work experience in an academic institution or in records management required, or equivalent combination of education and experience.
  • Thorough knowledge of archives, processing and description of records, appraisal, security, basic conservation, reference and research techniques.
  • Thorough knowledge of records and information management.
  • Working knowledge of and experience in the policy and regulatory environment of information security, especially in higher education.
  • Ability to exercise discretion, initiative, and judgment; ability to protect privacy and confidentiality of restricted archival records.
  • Demonstrated expertise in the use of a broad range of information systems, services and databases relevant to archives and special collections, with the ability to learn, adopt and propagate new systems and services effectively and quickly; demonstrated ability to upgrade technical skills.
  • Demonstrated knowledge of, or interest in, trends regarding access to information and digital library technologies.
  • Effective written and oral communication and interpersonal skills.
  • Creative problem-solving abilities, intellectual curiosity, and initiative; ability to work on multiple projects successfully; strong organizational skills, with attention to detail and thoroughness.
  • Team orientation, flexibility, versatility, and ability to work both independently and collaboratively in a complex and changing public service environment; demonstrated ability to work effectively with faculty, students, and colleagues.
  • Ability to lift, move, and shelve filled record storage boxes weighing up to 40 lbs.

Preferred Qualifications:

  • Previous supervisory experience strongly preferred.
  • Experience with computer applications as they relate to archives strongly preferred
  • Knowledge of ArchivesSpace, EAD, HTML, XML, Dublin Core, web editing tools and web page design preferred.

More info can be found here:

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