Position Classification Description

Position Class Code / Title: H0004 / Archivist
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 13

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Collects, organizes, and maintains control over a wide range of primary sources in many formats. Creates finding aids in compliance with professional standards and encodes finding aids using contemporary tools to make them available to researchers online. Appraises potential acquisitions. Provides research assistance in the use of archival materials. Develops policies and/or procedures and directly manages the acquisition, disposition, access to, and safekeeping of archival materials.

Duties and Responsibilities

  1. Develops, arranges and describes archival collections in accordance with accepted standards and practices.
  2. Creates finding aids using contemporary tools in accordance with national standards and insures the quality of finding aids created by other staff.
  3. Creates online finding aids using Encoded Archival Description (EAD) or other contemporary tools.
  4. Develops and implements procedures for the acquisition, processing, digitization, and preservation of archival materials.
  5. Advises and assists researchers in the use of archival materials in research activities; interprets requirements and consults on archival information.
  6. Interacts with donors of archival collections both internal and external to the organization.
  7. Appraises potential collection additions and makes recommendations for acquisition of new collections and de-accessioning of existing collections.
  8. Participates in development and implementation of policies and standards for the archives.
  9. Hires, supervises and trains lower level staff, student employees, volunteers, and/or interns, as appropriate.
  10. Promotes collections through online exhibits, publications, presentations, instructional sessions, and other outreach activities.
  11. Participate in the collection of oral histories as appropriate.
  12. Maintains professional knowledge base and skills through continued education and/or research; may represent library at conferences and meetings.
  13. Provides guidance in identifying and soliciting funds, including grant proposal writing, as appropriate.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 5 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Skill in the use of computer with Windows-based operating environment.
  • Ability to develop and maintain finding aids using contemporary tools in accordance with national standards.
  • Knowledge of archival and preservation concepts, methodology, and techniques.
  • Ability to interpret and evaluate client informational needs and to determine appropriate alternative solutions.
  • Skill in organizing resources and establishing priorities.
  • Ability to effectively communicate and foster a cooperative work environment.
  • Substantial knowledge of research methodology and skill in providing research assistance.
  • Knowledge of archival ethics and laws relating to archival management.
  • Knowledge of the historical contexts governing archival operations.
  • Knowledge of basic skills in web application software or markup language such as XML or other contemporary tools
  • Ability to make evaluative judgments.
  • Knowledge of automated storage and retrieval systems, electronic records, and electronic publications.
  • Ability to hire, supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Skill in searching and maintaining online and other electronic retrieval systems.
  • Ability to communicate technical information to non-technical personnel.
  • Knowledge of library theory, concepts, methods, and techniques.
  • Knowledge of customer service standards and procedures.
  • Ability to create, compose, and edit written materials.
  • Knowledge of available sources of archival materials.
  • Ability to assess objectives and operational requirements and to develop and implement suitable operational policies and/or procedures.
  • Ability to identify and secure alternative funding through grants and other revenue sources.

Distinguishing Characteristics

    Position requires: a) Knowledge of archival concepts, methodology and techniques; b) establishing procedures for archival collection; c) performing research, identification and evaluation/appraisal of potential archived collections; d) utilization of detailed knowledge of collections to prepare descriptions and finding aids; e) developing and implementing procedures for the acquisition, processing and preservation of archival materials; and f) performing outreach in the solicitation of donors and acquisition of collections.

Working Conditions and Physical Effort

  • Limited exposure to physical risk.
  • Moderate physical activity. Requires handling of average-weight objects up to 50 pounds and some standing or walking.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 05/01/2019