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Digital Repository Assistant Position Description

Westfield State University
Massachusetts, United States
Salary Not specified
Date posted
Mar 20, 2024

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Digital Repository Assistant Position Description

About Westfield State University:

In 1839, Westfield State University was founded on the ideals of Horace Mann who sought to improve society through education. We were the first public education institution without barrier to race, gender or economic class. The spirit of innovative thinking and social responsibility is forged in a curriculum of liberal arts and professional studies contributing to the development of knowledge, skills, and character essential for students to become responsible leaders and engaged citizens.

Westfield State is a highly residential campus with approximately 55% of our 3,100 full-time undergraduate students living on campus. The campus is ideally situated on the edge of the Berkshire Mountains in western Massachusetts just 30 minutes from the thriving cultural centers of Springfield, Northampton, and Amherst with a selection of museums, theater, collegiate and minor league sports, hiking trails, and restaurants. The University is within 1.5 hours of Boston and Albany and within 3 hours of New York City and the Green Mountain range of Vermont.

Thank You for Your Interest in Becoming a Westfield State Community Member

You are welcome here. You can advance your career and make a difference here. We invite you to bring your whole self and talents to Westfield State University. The University seeks applicants whose record of teaching, student advising, research, and administration positions them to contribute to the everyday practice of our institutional values.

Our Values

Westfield State commits to values that strengthen a common bond among all members of our community and promotes a rich campus environment.
  • Embrace Diversity - We treat all members of our community with dignity and respect.
  • Maintain Excellence and Integrity - We maintain excellence and integrity in all that we do.
  • Collaborate with Each Other - We make decisions in a transparent and collaborative manner.
  • Provide Accessible Education - We commit to providing an accessible, affordable public higher education for all.
  • Build a Strong Community - We are inclusive and ensure equity, supporting the personal development of all community members, and embracing multiple perspectives.
  • Engage the Outside Community - We support civic engagement in local, regional, and global initiatives.

Job Description:

Campus Title: Digital Repository Assistant Position Description
Department: Library
FLSA Status: Non-Exempt
Funding: Contracted
Job Type: Part-time
Timeframe: 52 Weeks
Shift:14 Hours Per Week; this position is partially remote eligible
Regular Days Off: Saturday and Sunday
Salary: $17:00 -$19.50 per hour (commensurate with education and experience)


The part-time Digital Repository Assistant's primary role is to support and maintain the technical aspects of the University's Digital Institutional Repository under the supervision of, and in consultation with, the Digital Initiatives and Technology (DIT) Librarian. In addition, the Repository Assistant will have archival maintenance responsibilities in support of the University Archives.

Duties and Responsibilities:
Duties include but not limited to:

Specific Responsibilities with Digital Repository
  • Receives materials for inclusion in the Westfield State University Digital Repository
  • Applies policies and procedures in materials ingestion, tracks materials through the process, catalogs legacy and current material, converts analog media to digital files, loads content into the digital repository, and maintains digital preservation policies and procedures
  • Advises on long-term policy and decision-making determined by the DIT Librarian, and collaborates with the DIT Librarian on major implementations
  • With support from the DIT Librarian, troubleshoots and resolves problems related to ingestion and metadata maintenance
  • Under direction of the DIT Librarian, may work with platform vendor to resolve issues related to day-to-day technical issues that impact our processes and workflows
  • Prepares reports and internal documentation related to ingestion, and the repository's workflows and processes
  • Under direction of the DIT Librarian, may assist with creating outreach materials used by Library staff to promote awareness of the repository; invite submissions; and follow up on received submissions

Specific Responsibilities with University Archives
  • Accession items to the Archives through basic preservation and description
  • Update Archives records as materials are received
  • Assist visitors to the Archives with access to materials
  • Keep the Archives organized and reshelve items
  • Track use of the Archives by university and external people/organizations


Qualifications required at hire
  • Expressed interest in working in a higher-education library setting
  • History of working independently and as part of a team
  • Demonstrated ability to apply analytical and problem-solving skills
  • Demonstrated ability to learn new technologies and archival principles
  • Evidence of written, oral, and interpersonal communication skills
  • Experience performing detail-oriented work to a high standard
  • Evidence of excellent organizational skills
  • Demonstrated understanding of systems usability principles
  • Demonstrated experience with database technology, data input, and performing advanced queries
  • Dedicated to a culture of diversity, equity, and inclusion

Preferred Qualifications
  • Experience organizing hardcopy and digital files following instructions
  • Understanding of XML, XSLT and Metadata schemas and its applications
  • Practical experience with basic cataloging and/or archiving principles

Skills to be acquired on the job
  • Use of an institutional repository system
  • Practical application of the Open Archival Information System (OAIS) reference model
  • Experience with creating descriptive metadata using MODS metadata schema
  • Basic archival description and cataloging principles
  • Applying quality control measures
  • Documenting user procedures
  • Creating system usage reports

Additional Information:


Westfield State University is committed to the full inclusion of individuals with disabilities and will ensure the availability of reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at (413) 572-8809 or visit us in the Horace Mann Building, 1st floor.

Background Check

Employment is contingent upon the successful completion and review of a background check. A criminal record will not automatically disqualify an applicant from consideration.

Application Instructions:

An on-line application is required. The successful candidate must submit an official transcript at the time of hire. Interested candidates should electronically attach the following documents:
  • Resume
  • Cover Letter
  • Contact information for three references *
  • Copy of unofficial transcript of highest degree

* Provide the contact information for reference providers in the reference section of the online application.

Deadline: The job posting will be open a minimum of ten days and, if needed, will remain open until finalists have been selected.

NOTE: If you need assistance completing your application please contact our online Help Desk. The link to the help desk can be found at the top of the page via Contact Us.

To apply, visit jeid-44b5c5399f96a045af0e98dae20348c9

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