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University Archivist

University of California, Los Angeles (UCLA)
Los Angeles, California
$60,116 - $92,074
Posted Date
Feb 27, 2023

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Department: Library Special Collections
Rank and Salary: Assistant Librarian - Librarian ($60,116 - $92,074)
Position Availability: Immediately
Application deadline for first consideration: March 27, 2023

The University Archivist (UA) is responsible for building, stewarding, promoting, and increasing engagement with collections that document the history of UCLA, including but not limited to university records and the records of student organizations. As part of the curatorial team in Library Special Collections (LSC), the UA collaborates with students, staff, alumni, and faculty across all disciplines and provides specialized reference, instruction, outreach, exhibition development and other promotional and engagement opportunities to increase engagement, awareness, and use. They work closely with partners across campus to ensure the fulfillment of the UC Records Retention Schedule and the transfer of designated records to University Archives for permanent retention, including born-digital materials. The ideal candidate will be an enthusiastic, innovative archivist/curator able to thrive in a large and busy department within an R1 Research library while attentively developing, activating for use in instruction, and promoting its diverse collections.

We seek candidates who have demonstrated commitment to advancing equity, diversity and inclusion and to expanding the canon in LSC, across the Library and in the preservation and use of university records. What and whose UCLA stories have not been told that UCLA university records might help tell? The candidate selected must be an open, communicative, and confident professional with strong analytical skills and creativity and must exhibit a high degree of receptivity to new ideas and different fields of study.

Position Duties
Reporting to the Director of Library Special Collections, the incumbent will work with colleagues within LSC and Distinctive Collections to develop new initiatives, programming, and opportunities for engagement that incorporate a more complete record of the UCLA experience and documents diverse voices and experiences. They will actively promote use of and engagement with collections, provide reference and research support, and conduct outreach through public programming and other avenues.

Specific duties and responsibilities include:

  • Acquires and maintains university records in accordance with the UC Records Retention Schedule, campus counsel, and state and federal laws and regulations
  • Serves as point-person to campus administration on issues related to the archives when legal, governance and other questions arise
  • Collaborates with the UCLA Records Management and Information Practices Department to appraise, acquire and dispose of university records
  • Actively works to document diverse voices and communities across campus, particularly in collaboration with the LA Communities and Cultures Librarian/Archivists and the Center for Oral History
  • Promotes community engagement with collections both on and off campus.
  • Collaborates with colleagues through the library and university to support both students and faculty research utilizing the collections.
  • Works with faculty to integrate the collections into their curricula and serves as key instructor and support for teaching with University Archives.
  • Provides specialized reference services to support researchers and collections.
  • Works with Distinctive Collections colleagues and Library Development staff to identify funding opportunities and prepare project funding proposals.
  • Works with Library Development in the identification, cultivation, solicitation, and stewardship of individual and institutional donors, including participating in meetings, events, and targeted presentations; preparing funding requests; and providing stewardship information on the use of endowment funds and Library resources.
  • Works closely with LSC Collection Management to re-appraise and evaluate backlog materials and inform processing priorities.
  • Participates in departmental, Library-wide, and University committees as appropriate.
  • Works collaboratively with colleagues in the department and throughout the Library to develop and present exhibits featuring UA materials.
  • Collaborates with University Archivists at other UC campuses on system-wide university archives issues.
  • Works with Library Communications to promote, tell, and highlight UCLA stories.
  • Participates in professional library and archives/records management professional development opportunities and maintains expertise via both print and virtual professional engagement, and/or by attendance at professional conferences, presentations, and publishing.

Required Qualifications


  • ALA-accredited Master’s Degree in Library or Information Science required at the time of hire; OR Master’s degree (or other advanced degree) in Information Sciences or related field at the time of hire and work experience in a library setting. Minimum of two years of experience in a professional role providing librarian support services.
  • Demonstrated experience working with institutional or organizational records, archives and institutional assets (archival materials, digital objects, data sets)
  • Awareness of current and emerging issues, trends, workflows, literature, and standards in records and records management, archives and special collections
  • Demonstrated success with collection development and appraisal and experience building intentional collections that expand the canon and increase representation.
  • Demonstrated experience conducting outreach in a special collections environment within an academic, research, or special library setting
  • Ability to build and sustain strong relationships with diverse populations of faculty, students, administrators, donors, alumni and other stakeholders
  • Knowledge of the legal and regulatory landscape related to institutional records and archives
  • Experience with reference services
  • Ability to work within a team environment and to promote teamwork.



Applicants with all the above basic qualifications and any of the following preferred qualifications or professional experiences are strongly encouraged to apply: 1) Experience working with University Archives; 2) Knowledge of best practices for acquisition and preservation of born-digital records; 3) Expertise with scholarly communications issues, including copyright/intellectual property; 4) Working knowledge of at least one non-English language; 5) Experience in donor relations and stewardship.


General Information

Professional librarians at UCLA are academic appointees. Librarians at UCLA are represented by an exclusive bargaining agent, University Council – American Federation of Teachers (UC-AFT). This is a represented position. They are entitled to appropriate professional leave, two days per month of vacation leave, one day per month of sick leave, and all other benefits granted to non-faculty academic personnel. The University has an excellent retirement system and sponsors a variety of group health, dental, vision, and life insurance plans in addition to other benefits. Relocation assistance may be provided.


Appointees to the librarian series at UC shall have professional backgrounds that demonstrate a high degree of creativity, teamwork, and flexibility.  Such background will normally include a professional degree from an ALA-accredited library and information science graduate program.  In addition to professional competence and quality of service within the library in the primary job, advancement in the librarian series requires professional involvement and contributions outside of the library, and/or university and community service, and/or scholarly activities.  Candidates must show evidence or promise of such contributions.


Application Procedures

Anyone wishing to be considered for this position should apply here:


Applications must include:

  • a cover letter describing qualifications and experience;
  • a current resume/vitae detailing education and relevant experience; and
  • the names and contact information for three professional references, including a current or previous supervisor. A Statement of Contributions to Equity, Diversity, and Inclusion (EDI) - Equity, diversity, and inclusion are key components of The University of California’s commitment to excellence. Thus, teaching, research, professional, and public service contributions that promote equity, diversity, and inclusion are encouraged and given due recognition in the evaluation of each candidate’s qualifications. Please provide an EDI statement addressing your understanding of the barriers facing marginalized communities, and your awareness of and commitment to promoting an inclusionary library and campus environment. Describe your past, and/or future contributions to equity, diversity, inclusion, and anti-racism. Candidates are invited to review the following: UCLA EDI statement ( Equity, Diversity and Inclusion (EDI) Statement FAQs ( UCLA Library ARI and EDI efforts:


UCLA welcomes and encourages diversity and seeks applications and nominations from women and minorities.  UCLA seeks to recruit and retain a diverse workforce as a reflection of our commitment to serve the people of California, to maintain the excellence of the university, and to offer our students richly varied disciplines, perspectives, and ways of knowing and learning.


Description of Unit

Library Special Collections (LSC) builds and stewards special collections resources, services, and operations. The department consists of three units: Curatorial; Collection Management; and Public Services, Outreach, and Community Engagement (PSOCE). The Curatorial Unit is responsible for collection development and acquisition of materials in support of research and teaching. The Collection Management Unit makes collection material discoverable and accessible through ethical and iterative processing. The Public Services, Outreach, and Community Engagement Unit integrates public-facing operations for LSC including reference and instruction, exhibits, programmatic events and activities, outreach and community engagement, as well as the Center for Primary Research and Training. The entire staff of approximately 30 FTE work together holistically as a team to build, preserve, and provide access to the outstanding special collections of the UCLA Library. LSC works closely with our colleagues within the distinctive collections portfolio to steward a range of international resources in support of UCLA’s mission for the betterment of our global society.



Description of Institution and Library

As one of the world's great public research universities, UCLA integrates education, research, and public service so that each enriches and extends the others. From its beautiful neighborhood campus in a uniquely diverse and vibrant city on the Pacific Rim, teaching and research extend beyond the classroom, office, and lab through active engagement with communities, organizations, projects, and partnerships throughout the region and around the world.


UCLA’s diverse community of scholars encompasses nearly 30,000 undergraduates pursuing 125 majors, 13,000 graduate students in fifty-nine research programs, and 4,000 faculty members including Nobel Laureates; Rhodes Scholars; MacArthur Fellows; winners of the Fields Medal, National Medal of Science, Pritzker Prize, and Pulitzer Prize; and recipients of Oscars, Emmys, Tonys, and Golden Globes. UCLA ranks tenth in the Times of London Higher Education World Reputation Rankings, twelfth in the Academic Ranking of World Universities by Shanghai Jiao Tong University, and fifth in the U.S. by Washington Monthly. The National Research Council ranks forty of its graduate and doctoral research programs among its top ten.


To enable these accomplished students, faculty, and staff to create, disseminate, and apply knowledge for the benefit of global society, the UCLA Library is re-envisioning how it is acquired, synthesized, and shared across academic audiences and with the public.  It was among the first academic libraries to develop subject-specialist librarians and to launch a program to enhance students’ research skills. Its Special Collections pioneered the acquisition by public institutions of rare and unique books, children’s literature, pulp and detective fiction, works by or about women and minorities, screenplays, architectural plans, and Los Angeles-related materials and today leads the way in collecting archival resources in digital format such as emails and manuscripts.  It has launched innovative data management services and an affordable course materials initiative that have served as models for other libraries.


The Library serves UCLA students, faculty, and staff whenever and wherever they need its resources and expertise. Reconfigured, high-tech spaces and services in its ten campus libraries enable users and librarians to explore and work with print and digital materials collaboratively or individually, pursue new lines of inquiry, and develop new pedagogical approaches as well as novel forms of scholarship.  More than 3.5 million people visit annually, while an additional 3.4 million visitors enter online through its virtual front doors.


Whether on campus or online, the Library forms the intellectual heart of UCLA, a hub for cutting-edge discovery, scholarship, and instruction.


The University of California is an Equal Opportunity/Affirmative Action Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.  For the complete University of California policy on discrimination, harassment, and affirmative action see:  University of California – Policy Discrimination, Harassment, and Affirmative Action in the Workplace at


Under federal law, the University of California may employ only individuals who are legally authorized to work in the United States as established by providing documents specified in the Immigration Reform and Control Act of 1986.  Employment is contingent upon completion of satisfactory background investigation.


Visit the Jobs @ UCLA Library website at:


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