Chicago, IL: Archives and Manuscripts Accessions Supervisor, University of Chicago

Job Opening Title:
Archives and Manuscripts Accessions Supervisor

Name of Employer:
The University of Chicago

Job Site Location (City, State) :
Chicago, IL

Application Deadline:
Open until Filled

Minimum Degree Requirement:
College/University Degree

Years of experience required:

Salary Range:

Job Opening URL:

Job Description (if URL to posting not available). Include instructions for how to apply.:
General Summary
Job 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 creation of 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 supervises student support staff.


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 members, 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 records and files 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.
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 current advances in archival acquisitions and collection management.
Assists in setting policies for collections. Participates in designing and implementing workflows for acquiring materials for collections.
Identifies and documents preservation needs and, with moderate guidance from others, ensures the preservation of library pieces, electronically and digitally.
Performs other related work as needed.
Minimum Qualifications

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.


Preferred Qualifications


Graduate work in library science, history, or related field strongly preferred.

Previous experience supervising the work of others.
Previous experience with project or process management.
Technical Skills or Knowledge:

Familiarity with word processing, spreadsheet, and database management programs and online library information systems.
Preferred Competencies

Excellent communication skills, both written and verbal.
Strong attention to detail and organizational skills.
Ability to manage multiple concurrent projects and shifts in priority.
Ability to conceptualize and manage large collections in diverse formats.
Demonstrated analytical skills, sound judgment and discretion.
Excellent problem solving skills.
Ability to work effectively and collegially with University staff, administrators, faculty, and donors.
Ability to work effectively and collegially with supervisors, peers, and other staff.
Ability to work well independently.
Working Conditions

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.
Ability to tolerate moderate levels of dust and odor required.
Application Documents

Resume/CV (required)
3 References (required)
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

To Apply
To apply for this position, external candidates must submit their profile and any other required materials through Internal candidates must apply by logging into Workday using their CNet ID and password; for more information, please see How to Apply for a UChicago Job (Current Employee) QRG.

Resumes sent via mail, fax, or email will not be considered. For more information, please see

Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the University of Chicago Vaccination GoForward.

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University’s Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago’s Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

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