Assistant Archivist II (University Archives) (at the rank of Executive Officer) in the University Libraries (Ref.: 522715)

We are looking for an Assistant Archivist II to join the University Libraries to provide quality service for Archives and/or other functional area(s).

The Role

The appointee will be responsible for

Professional duties

• Assisting in overseeing University-wide archives and records management programmes and providing reference services using primary source;
• Leading outreach activities including tours, presentations and professional visits in English and Chinese;
• Providing briefing and training to staff and users on handling of archival materials, research skills, the use of space and all procedural matters for using Archives and Special Collections;
• Assisting in drafting of proposals, workflows, policies development, retention schedules, provision of access to Archives, resource utilization, digitization projects and identification of preservation needs following international best practices (BS / ISO);
• Working with head of units and subject librarians for selection and requisition of materials for cross-departmental collection development;
• Liaising closely with Special Collections and Preservation and Conservation Department for identification of materials re research, curatorial and exhibition purposes;
• Working closely with Technical Services on development Archives Digital Repository;
• Assisting in creating and refining archival descriptions in ArchivesSpace following the international standards (ISAD(G) and DAS);
• Supervising Archives Assistants, Associates, Interns and Helpers as assigned.

Operational duties

• Supervising the daily operation of the University Archives in the Main Library and off-site Records Centre;
• Acting as front of house to help with and supervise ad-hoc tasks relating to the use of Archives and records retrieval upon requests;
• Implementation of service planning and allocation of resource according to the acute operational needs with good judgement;
• Reporting and reacting swiftly to facilities management on any concerns regarding environmental control of the space and customer feedback;
• Handling emails, telephones, walk-in enquiries and referrals of research and reference enquiries in professional manner;
• Assisting in Web-Archiving of selected contents;
• Assisting in records transfer, processing and shelf management in all on and off-site repositories;

Administrative duties

• Assisting in generating, compiling, analysing and reporting statistics;
• Assisting in revising and updating websites, in-house policies and Archives user guides with professional standards;
• Assisting in identifying University-related archival materials and collections through auctions and donations;
• Liaising with alumni, prominent staff members, Facilities, departments as well as potential donors for requisitions;
• Working with administrative unit for facility management, finance and audits;
• Preparation of Loan Agreements, Deeds of Gift and other clerical works for sign-off.

Qualifications and Qualities

Applicants should possess a Master Degree in Archives and Records Management with at least 3 years of relevant post-qualification work experience, preferably in a tertiary institution, and members of international associations of Archives (ACA / ICA / SAA / ASA). They should have a good command of written and spoken English and Chinese, strong computer software literacy (such as MS Office), supervisory experience and the ability to delegate and work independently and multi tasks. Certified Archivist (CA) and Digital Archives Specialist (DAS) will have advantage.

What We Offer

The appointment will be made on fixed-term full-time contract for 2 years, to commence as soon as possible with the possibility of renewal subject to satisfactory performance.  A highly competitive salary commensurate with qualifications and experience will be offered, together with contract-end gratuity and University contribution to a retirement benefits scheme at 10% of basic salary.  Other benefits include annual leave and medical benefits.

How to Apply

The University only accepts online application for the above post.  Applicants should apply online at the University’s careers site (https://jobs.hku.hk) and upload an up-to-date C.V.  Review of applications will commence as soon as possible and continue until September 15, 2023, or until the post is filled, whichever is earlier.

 The University is an equal opportunities employer and
is committed to equality, ethics, inclusivity, diversity and transparency