Position Classification Description

Position Class Code / Title: H7016 / University Archivist
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 14
HR Review/Approval:COMP

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.


In accordance with the University of New Mexico Board of Regents (BRPM 2.9) and under regulations established by the New Mexico Commission of Public Records, develops standards and procedures for selecting, preserving, organizing, and servicing both official and personal records which provide evidence of the University's contribution to society, and for determining whether and when University records may be permanently removed or destroyed. The Archivist shall have final authority to disapprove the removal or destruction of University records until satisfied that the records have no historical, legal, or fiscal value.

Duties and Responsibilities

  1. Appraises archival collections kept as permanent records to determine the function and authenticity and evidentiary value.
  2. Determines disposition of records, including permanent or temporary storage, appropriate method to preserve documents, or destruction. Schedules university records for transfer to archives, temporary storage or destruction.
  3. Develops, maintains, and oversees disposition of all formal records and historical archives pertaining to the work of the University; serves as principal resource and point of contact for inquiries.
  4. Performs special projects of institutional value for the University; interacts with the Office of the President, Board of Regents, Provost's Office, and other offices regarding project activities.
  5. Processes collections according to accepted archival standards and procedures.
  6. Provides technical assistance to researchers and interested parties regarding the history and archival collections.
  7. Prepares scope and content descriptions of archival collections.
  8. Participates in outreach activities including conducting tours of the University; orientation and instruction for patrons, donors, and other distinguished visitors.
  9. Creates and updates online and hardcopy catalogs of collections.
  10. Writes or prepares portions of newsletters, brochures, educational materials, photo captions, book chapters, and other materials as needed.
  11. Seeks, identifies, and pursues funding opportunities to support initiatives; writes and prepares grant proposals as appropriate.
  12. Participates in various campus committees and state and regional professional organizations.
  13. May hire, supervise and train lower level staff, student employees, volunteers, and/or interns, as appropriate.
  14. Develops and manages annual operating budget and provides fiscal direction to the unit.
  15. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 10 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 computers, preferably in a PC, Windows-based operating environment.
  • Knowledge of archival concepts, methodology, and techniques.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of the historical contexts governing archival operations.
  • Knowledge of records management practices and procedures.
  • Skill in developing, analyzing, arranging, cataloging, and describing collections.
  • Skill in organizing resources and establishing priorities.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Knowledge of University of New Mexico history.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Knowledge of research methodology and descriptive statistics.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Skill in searching and maintaining online and other electronic retrieval systems.
  • Knowledge of the methods, techniques, and materials used in the care and preservation of records.
  • Ability to foster a cooperative work environment.
  • Ability to create, compose, and edit written materials.
  • Knowledge of interviewing techniques.
  • Knowledge of archival description standards and principles.
  • Knowledge of budget preparation, cost estimating, monitoring, and fiscal management principles and procedures.
  • Ability to assess objectives and operational requirements and to develop and implement suitable operational policies and/or procedures.
  • Ability to develop and maintain recordkeeping systems and procedures.

Working Conditions and Physical Effort

  • Moderate physical activity. Requires handling of average-weight objects up to 25 pounds or standing and/or walking for more than four (4) hours per day.
  • No or very limited exposure to physical risk.
  • 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: 05/15/2022