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Harvard University Associate University Archivist in Cambridge, Massachusetts

58040BRAuto req ID:58040BRJob Code:387059 Library Sr Specialist Location:USA - MA - Cambridge Business Title:Associate University Archivist for Collection Development and Records Management ServicesSub-Unit:------------ Salary Grade ( :059Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Basic Qualifications:

  • Master's degree in library/information science with a concentration in archives, or equivalent.

  • Successful completion of university-level coursework in records management or equivalent.

  • Minimum of 7 years of professional experience working with increasing responsibility with institutional and personal collections in an archival/records management setting, preferably in an academic or cultural organization.

  • Demonstrated experience with supervising employees and supporting their efforts in order to build and foster a diverse, productive, and engaging workplace and professional community.

  • Must be licensed to drive a car and have an ability to travel locally or more broadly.

Additional Qualifications and Skills:

  • Second master's degree in History, American Studies, or similar preferred.

  • Experience collaborating with faculty and university administrators on all levels.

  • Demonstrated knowledge of trends, principles, and practices in archives, special collections, and records management, including born digital records and systems. Demonstrated experience working with discretion while interacting with confidential university records and sensitive stakeholder relationships at all levels of the organization.

  • Excellent interpersonal and organizational skills evidence by success in a collaborative environment.

  • Experience working with born digital records and/or content in an archival and/or records management setting.

  • Knowledge of intellectual property issues related to archival and manuscript collections.

  • Must demonstrate ability to manage a wide variety of tasks in a complex and dynamic environment of change and to work effectively at all levels of the University community.

  • Capacity to thrive in an environment of change.

  • Established record of service to the profession - archives/records management

  • Demonstrated commitment to equity, diversity, inclusion, belonging, and anti-racism.

Additional Information:

Continued from Job Summary

The successful incumbent will possess a strong experience with the following: administering archival and manuscript collections in an institutional and/or academic setting; working with donors and records creators in various communities and negotiating donor agreements; providing records management services and/or records stewardship guidance; demonstrated commitment to diversity, inclusion, belonging, and antiracism; demonstrated understanding of and experience with stewarding and managing born digital records/content. In addition, the incumbent should possess a strong orientation toward American history and/or the history of higher education and how it relates to HUA’s collections; enthusiasm for partnering with administrators, faculty, and students; proclivity for adopting new technologies and standards that will improve stewardship and management of Harvard’s records; a user-driven orientation; and a collaborative and collegial outlook and spirit.

Department:Harvard University ArchivesPre-Employment Screening:Criminal, Education, IdentityJob Function:Library Position Description:

  • Leads and manages the Collection Development and Records Management Services unit of the University Archives. Develops, articulates, and implements strategic vision and directions, overseeing day-to-day operations and special projects, establishing priorities, and coordinating the work with other units at the University Archives, the Harvard Library, and other offices, individuals, or groups on campus.

  • Supervises a staff of 7 professional archivists and archives assistants, as well as project staff, interns, and student workers.

  • Establishes and fosters strong relationships with Harvard administrators, faculty, and other stakeholders to achieve program objectives with a focus on legacy, current, and future challenges in collection development and records management services.

  • Carries major responsibility for the development, oversight, and implementation of strategic and inclusive collecting goals, concentrating on traditionally underrepresented communities, with measurable results.

  • Manages department donor/office relations for Collection Development and Record Management Services and handles donation relations/decisions for major, complex, or high-profile collection donors. May also serve as lead contact for high profile offices such as the Harvard Corporation.

  • Oversees and provides guidance for the development of standards, guidelines, and best practices for records management; for management of records storage services at the Harvard Depository; the accessioning of records; record schedule development; and the destruction of obsolete records.

  • Oversees the development and assessment of dynamic outreach programs to support collection development and records management goals. Participates in planning and execution of exhibits and other public programming.

  • Assists the University Archivist with financial planning for Collection Development and Records Management Services’ short- and long-range assignments and projects. Develops financial models and budget for acquisitions and records management related initiatives.

  • Coordinates collection development and records management policies and activities with other Harvard special collections, archives, and general library and administrative units.

  • Participates in and contributes to relevant Library and University-wide committees, task forces, etc. as appropriate; represents Collection Development and Record Management Services at a wide range of professional meetings, as appropriate and needed.

  • Works with Associate University Archivist for Collections and Public Services and Associate University Archivist for Community Engagement to coordinate work across the HUA units.

  • Addresses copyright issues regarding requests for publication and keeps information on terms of access and use for collections

School/Unit:Harvard Library EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Physical Requirements:

  • This position involves occasionally lifting and moving loads weighing in excess of 40 pounds and requires bending, squatting, stretching and climbing small stools when needed to retrieve boxes.

Working Conditions:

  • May work occasionally in basements, attics, warehouses and other records storage areas that may be dusty or moldy.

Job Summary:

Although the position will remain posted until filled, applicants are strongly encouraged to apply by end of day on May 27, 2022.

Under the direction of and in partnership with the University Archivist, the Associate University Archivist for Collection Development and Records Management Services (AUA/CDRMS) has a principal responsibility for managing a team of 7 FTEs who work to support the Harvard University Archives’ integrated collection development and records management program. The AUACDRMS is responsible for the strategic development of both the Archives' permanent collections and implementation of the University Archives records management functions, with the goal of creating a sustainable, inclusive, and holistic approach to collection development and records management in a highly complex and decentralized academic institution. These overlapping areas of responsibility include working directly or indirectly with faculty, University administrators, and staff at all levels of the organization, as well as with students, alumni, Harvard-affiliated organizations, and those outside the University who support the development of the permanent and historical collections.

Working with the University Archivist, the AUA/CDRMS is responsible for understanding, analyzing, and developing programs to address the legacy, current, and future challenges of collection development and records management at the Archives and for the Harvard community. The AUA/CDRMS leads the process of assessing and determining the strengths, weaknesses, nuances, and gaps in HUA collections and establishes practical strategies and priorities for building HUA’s holdings documenting Harvard’s Schools, academic programs, disciplines, student life, administration, and historical collections in all formats and time periods. Focusing on collections that represent the breadth and diversity of the Harvard community, this position leads in developing policies and procedures to carry out strategic and inclusive collecting goals, concentrating on traditionally underrepresented communities, with measurable results.

The AUA/CDRMS also manages the University’s records management program to ensure appropriate management, stewardship, and access to its institutional records in all formats and in compliance with federal and state statutes and institutional policies. This position works with the Office of General Counsel, Risk Management, Research Policy and Compliance, Harvard University Information Technology, and other offices or vendors, both internal and external to Harvard, with an interest in the overall management of University records in both born digital and analog formats.

As a member of the University Archives’ senior leadership team, the AUA/CDRMS works with the Associate University Archivist for Collection Services and Public Services, and the Associate University Archivist for Community Engagement to share responsibility for establishing and implementing policies at the University Archives and for the community it serves, developing short-and long-term plans for work and strategic initiatives that align with the Harvard Library’s Multi-Year Goals and Objectives, and determining appropriate information systems necessary for the successful accomplishment of University Archives goals.

Continued under additional Information.

Commitment to Equity, Diversity, Inclusion, and Belonging:


Across the Harvard Library, our work is enriched by our diverse campus community. Our unique and wide-ranging abilities, experiences, and perspectives are integral to achieving Harvard University’s mission of excellence in research, teaching, and learning for our patrons, our collections, and our workplace. We believe that an inclusive environment that cultivates and promotes understanding, respect, and collaboration across our diverse workforce enables our success.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community of over 700 staff members. Our work with faculty, students and researchers to explore answers to intellectual questions, enduring and new, and to seek solutions to the world’s most consequential problems, requires that we not only reflect, but also champion our diverse society.

Harvard Library inspires collaboration, reflection, experimentation, and discovery connecting users to related disciplines and to University-wide teaching resources. The Library engages users through curated discovery, digital collections, reimagined physical space, and specialized research support. Today, Harvard Library’s holdings range from traditional print collections to rapidly expanding access to digital resources. Harvard Library provides the University's faculty, students, and researchers—now and in the future—with exceptional experiences and comprehensive access to these materials.

Learn more about our contributions to the academic enterprise by visiting us at and about the Harvard University community at .

The Harvard Library is a proud member of the Association of College & Research Libraries (ACRL) Diversity Alliance.