Archives & Manuscripts Accessions Supervisor | Special Collections Research Center

Submitted by UCLibrary on Wed, 11/08/2017 - 10:16am

Requisition Number: 103956
Division / Dept.:  Research and Learning / Special Collections Research Center
Reports to: Assistant University Archivist
Work Schedule: 37.5 hours per week; Monday - Friday, 8:30 a.m. - 5:00 p.m. 

General Summary

Under the direction of the Assistant University Archivist, and working closely with the Director and University Archivist, the Archives and Manuscripts Accessions Supervisor (AMAS) manages acquisitions and accession records for archival and manuscript collections in the Special Collections Research Center (SCRC) at the University of Chicago Library.

Working with a high degree of autonomy, the AMAS imposes physical and intellectual control on all newly received archival and manuscript collections; oversees an effective system of collection preparation and management for stacks and storage areas including the Mansueto Library; and manages logistics for preparation and transfer of newly acquired collections. The AMAS coordinates with University administrators and donors about transfers and donations, providing public service assistance to administrators in various departments including the Office of Legal Counsel, Registrar's Office, and University Communications. The AMAS also supervises student support staff.

As a part of the SCRC's program to increase access to archives and manuscripts collections, the AMAS also assists with the unit's web archiving initiative.

Essential Functions

Acquisitions and Donor Relations:

  • With the Assistant University Archivist, establishes relationships with donors and administrators and assesses logistics needs.
  • Manages ongoing acquisition relationships over extended periods of time with other University departments, faculty, organizations, and Library donors.
  • Manages Campus Publications program to collect University publications, serials, and other institutional materials from across the University.
  • Coordinates the orderly and systematic physical transfer of materials from University offices and donors to SCRC.
  • Manages logistics for local and distance pickups, working closely with Facilities/Shipping staff.
  • Acknowledges receipt of gifts for all new acquisitions.
  • Manages temporary loans of unprocessed or restricted files requested by University administrators.

Accessioning and Tiered Processing Program:

  • Develops and refines accessions policies, procedures, forms, and electronic access tools, within the unit and as maintained on the SCRC intranet portal.
  • Supervises and trains staff to evaluate content of unprocessed collections with special focus on identifying sensitive and restricted materials.
  • Supervises and trains staff to identify duplicate and extraneous material in unprocessed collections and refers for disposition decisions.
  • Supervises and trains staff to create collection and item records in the library catalog.
  • Working with the Head of Processing and Digital Access, identifies unprocessed collections that can be made available for researchers via SCRC Finding Aids Database.

Collection Management:

  • Manages physical and intellectual control of all archival and manuscript collections acquired by SCRC.
  • Creates, maintains, and ensures accuracy of all accession inventories, databases, and other collection management access tools.
  • Creates collection management workflows for collections transferred to Mansueto Library.
  • Works with other collection management staff in planning and coordinating collection shifts in SCRC storage areas.
  • Evaluates and makes recommendations for shelving, storage, and management of archival and manuscript collections.
  • Responds to staff questions about status, content, and storage location of archival and manuscript collections.
  • Maintains statistics on archives and manuscripts holdings, incoming collections, files requests, and other data required for fiscal reporting.


  • Supervises student support staff, including hiring, training, scheduling, assigning, monitoring, and evaluating work.
  • Serves as primary time approver for student workers.

Other Responsibilities:

  • Serves on appropriate SCRC and Library committees.
  • Supports and participates in outreach activities as assigned.
  • Participates in professional development activities to maintain and develop knowledge of advances in archival acquisitions and collection management.
  • Other duties as assigned.
Skills & Qualifications: 
  • Bachelor’s degree required.
  • Graduate work in library science, history, or related field preferred.
  • At least two (2) years of relevant experience with archival and manuscript material required.
  • Previous experience supervising the work of others required.
  • Previous experience with project or process management required.
  • Familiarity with word processing, spreadsheet, and database management programs and online library information systems required.
  • Excellent communication skills, both written and verbal, required.
  • Strong attention to detail and organizational skills required.
  • Ability to manage multiple concurrent projects and shifts in priority required.
  • Ability to conceptualize and manage large collections in diverse formats required.
  • Demonstrated analytical skills, sound judgment and discretion required.
  • Excellent problem solving skills required.
  • Ability to work effectively and collegially with University staff, administrators, faculty, and donors required.
  • Must possess tact and diplomacy.
  • Ability to work effectively and collegially with supervisors, peers, and other staff required.
  • Ability to work well independently required.
  • Ability to handle the physical aspects of the position including lifting, carrying, and shelving archival storage cartons required.
  • Ability to handle rare and fragile materials in a safe and sensitive manner required.
  • Ability to lift and move up to 50lbs required.
To Apply: 

To apply for this position submit your profile and required materials to Resumes sent via mail, fax, or email will not be considered.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, or status as an individual with disability.

The University of Chicago is an Affirmative Action / Equal Opportunity / Disabled / Veterans Employer.

Job seekers in need of a reasonable accommodation to complete the application process may contact Human Resources by calling 773-834-1841 or by emailing with their request.

Contact Information
Contact Name: 
Library Human Resources
Contact Email: