Special Collections Specialist

Job Title: Special Collections Specialist

Join Texas Woman's University as a Special Collections Specialist and contribute to the preservation and management of the university's unique and valuable collections. As a key member of the Special Collections and University Archives Department, you will be responsible for the ongoing operations of the records retention and management activities, processing new and existing archival collections, and providing training for university staff.

Key Responsibilities:

• Support the daily operations of the records management area by providing full cycle records management services for the University's inactive records.
• Plan, schedule, and implement records retention work flows.
• Responsible for creation and management of records retention schedule for the University Archives.
• Assist in the preparation of procedure manuals and documentation for the Records Management Program.
• Organize and maintain filing system and correspondence for the Records Management Program.
• Comply with federal, state, and university policies for records management and retention.
• Responsible for reviewing records retention schedules and governmental record keeping requirements to determine timetables for transferring active records to inactive, archival storage, and/or for destroying obsolete or unnecessary records.
• Maintain Records Management database by updating existing information to include, but not limited to, university record information, destruction review lists, work order for deliveries/pickups, etc.
• Responsible for the timely disposal of records once they have met the assigned retention period.
• Communicate and interact with units across campus to determine record and information management needs.
• Coordinate the transfer of records scheduled for retention by the University Archives.
• Promote improved records management practices across the University as a whole.
• Document standards, policies, and best practices related to records management.
• Develop informational materials and other print resources that describes and promotes Records Management Services to the University community.
• Implement a training program for staff and organizational units to support records management that meets state retention requirements.
• Maintain and disseminate information about the records management program via reports, web pages, and publications.
• Develop and maintain professional skills by participating in continuing education and professional development activities such as workshops, conferences, and seminars.
• Manage the collection of departmental statistics including generating reports to evaluate and assess usage of materials and patron demographics.
• Analyze statistical data and make recommendations to streamline processes and enhance workflows.
• Work with the Special Collections & University Archives staff to ensure that materials of intrinsic historical value are transferred for preservation.
• Serve as an ambassador for the Libraries and its records management program across the University.

Requirements:

• Bachelor's degree required, preferably in a related field such as Business, Public Administration/Policy, or Information Technology.
• Five years of previous academic library experience required.
• Experience working with desktop computer technology required.
• Experience with records management, women's history, visual acumen, working with faculty, staff, and donors external to the libraries, and capacity to thrive in a changing environment preferred.

Knowledge, Skills, and Abilities:

• Knowledge of Texas State Libraries and Archives Commission guidelines, policies, procedural requirements, and retention schedules.
• Knowledge of state and federal laws, regulations, methods, and techniques associated with records management including Texas Government code 13, 1.10 and 444.183.
• Knowledge of the Open Records Act, Freedom of Information Act, Health Insurance Portability and Accountability Act, Family Educational Rights and Privacy Act, and other regional, state, and national privacy laws that may impact retention practices including destruction.
• Knowledge of practices and standards adopted by the National Archives and Records Administration.
• Knowledge of best practices for managing and preserving digital collections.
• Knowledge of data management issues and trends including knowledge of applications for organizing and managing research data.
• Demonstrated presentation and project management experience.
• Knowledge of archival practices and records maintenance skills.
• Knowledge of electronic records management and digital preservation theory principles, practices, and methodology.
• Proficient in Microsoft and Adobe software including Word, Excel, Access, Publisher, Photoshop, InDesign, Illustrator and Google Office Suite.
• Proven marketing experience including development of print collateral and electronic content.
• Advanced research skills using electronic and printed sources.
• Ability to utilize computer technology to access, gather, compile, examine, arrange, and analyze data and generate reports and communicate with others.
• Exceptional interpersonal communication, presentation, and public speaking skills and the ability to effectively communicate orally and in writing.
• Ability to champion the benefits of preserving women's history especially papers, documents, records, photographs, video, audio, artifacts, clothing, textiles, ephemera, and born-digital assets.
• Ability to problem-solve and prioritize.
• Ability to work independently and creatively, collaboratively, and effectively as a team member and independently to promote teamwork within the organization and to maintain effective work relationships with a wide range of constituencies in a diverse community.
• Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to interpret, adapt, apply, and integrate resources, policies, and information for the determination of procedures, solutions, and other outcomes.
• Ability to handle multiple and simultaneous tasks with ease.
• Ability to work effectively with a variety of groups and different audiences.
• Attention to detail, accuracy, follow through, and highly organized.
• Ability to deal well within a fast-paced and changing environment.
• Ability to deliver a superior customer service experience to a broad range of patrons.
• Ability to foster a cooperative work environment.
• Ability to use digital cameras.
• Ability to implement short and long range goals.
• Ability to lead and train student assistants and to organize and schedule work assignments.
• Ability to type and use a personal computer and other office equipment, including related university software and email.

Physical Demands:

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The physical demands of this job include: repetitive hand motion, bending, stooping, crouching, reaching overhead, pulling, pushing, kneeling, squatting, ascending and descending ladders, lifting up to 40lbs, and eye strain from computer work. The employee is required to travel to represent the Special Collections & University Archives Department at events and is required to work occasional evenings and/or weekends.

Work Environment:

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment. Employee may be exposed to conditions that affect the respiratory system, such as fumes, odors, dusts, mites, gases, or poor ventilation.

Safety:

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

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