Senior Library Specialist - Brookens Library Archives



 Failure to list or accurately describe work experience, or failure to submit college transcripts may result in an applicant not being admitted to the exam.

For full consideration, applicants must be residents of the State of Illinois.

Minimum Starting Salary:  $17.74/hr

The University of Illinois may conduct background checks on all job candidates upon acceptance of a contingent offer of employment.  Background checks will be performed in compliance with the Fair Credit Reporting Act.

UIS is an affirmative action/equal employment opportunity employer; persons with disabilities, women and minorities are encouraged to apply.


Duties and Responsibilities:

  • Using accepted archival appraisal principles, identify collections possessing long-term administrative and research value; contact and meet with collections creators and/or donors to arrange the transfer of collections to the Archives; provide for secure storage and preservation of newly acquired collections.
  • Classify and describe archival and special collections materials in a variety of physical formats following local and national classification schemes and standards. Prepare finding aids to collections including inventories, scope and content notes, and indexes using databases, spreadsheets and Archon/ArchivesSpace collections management software.
  • Maintain archives' databases, spreadsheets, and collection management systems using software such as Microsoft Excel and Access, and Archon/ArchiveSpace.
  • Scan and digitize archival material according to best-practice standards using both flatbed and planetary scanners in accepted document formats such as .TIF, .JPG, PDF and audio formats including . MP3 and .WAV; create original cataloging and metadata for digital material; upload digitized material and metadata to Box and CARLI Digital Collections; recommend and facilitate improvements to existing tools and workflows; maintain digitized oral histories in Illinois Digital Archives (ADA).
  • Provide assistance in the use of Archives and Special Collections to UIS faculty, students and staff, researchers and members of the general public. Patron interactions may be in person, by telephone, mail, or e-mail. Types of assistance include: the use of the UIS Archives as well as in related libraries and agencies; and using reference sources (such as the library catalog, print sources, indexes, and web-based databases).
  • Collaborate with UIS faculty and Brookens Library colleagues to assist with the submissions process for digital copies of articles and other scholarly work to be added to IDEALS and other campus digital repositories. Assist in preparation and maintenance of metadata in the repositories. Stay current on best practices for managing institutional repositories.
  • Assist the University Archivist and the University's Records and Information Management Systems offices (RIMS) in identifying and managing University Records having archival value so as to ensure their continuing availability and to meet compliance requirements of State laws, the University's General Rules and related regulations.
  • Supervise, direct, and train graduate assistants, student program assistants, and Illinois Regional Archives Depository interns.
  • Manage Archive when University Archivist is not present.


Minimum Qualifications:


1.High school graduation or equivalent.

2.Any combination totaling 2 years (24 months) from the following categories:

(a) Work experience in a library or equivalent setting.

(b) College course work in any field as measured by the following conversion table

  • 30 semester hours equals six months
  • 60 semester hours or an Associate’s degree equals one year
  • 90 semester hours equals eighteen months
  • Bachelor Degree (120 semester hours) equals two years (24 months)
  • A Master’s or higher degree equals four years

(Note:  Only a maximum of 4 years credit for college course work is available.)


3. A total of 2 years (24 months) work experience in a library or equivalent setting performing progressively more responsible work consistent with the next lower level of this series.


*As required by the position to be filled, education, training, and/or work experience in the area of specialization inherent in the position may be required in meeting credential requirements for #3 above.



1. Knowledge, skills, and abilities required in the lower levels of this series.

2. Working knowledge of the principles, techniques, and practices of library science.

3. Skill in corresponding and communicating effectively with internal and external contacts.

4. Detailed knowledge of online databases.

5. Skill in making independent decisions.

6. Skill in interpreting policies, regulations, and standards while creating bibliographic or holdings records or making adaptations to existing records and citations.

7. Skill in creating, interpreting, adapting, or verifying complicated bibliographic or holdings records.

8. Skill in identifying sources and following-up on detailed user requests.

9. Knowledge of conservation theory, principles, practices, and techniques.

10. Knowledge of the physical and chemical composition of library materials, their structure and working properties, and their reaction over time to the stresses placed on them.

11. Skill in the use of equipment, tools, and supplies used in the conservation/restoration of library materials.


Special Knowledge, Skills, or Licenses Required:

  1. Ability to work accurately with details
  2. Experience in the creation and adaptation of metadata using a variety of tools
  3. Ability to communicate effectively both orally and in writing with a wide variety of constituencies
  4. Skill in training and supervising student workers
  5. Ability to work independently
  6. Ability to work in a fast-paced, collaborative environment
  7. Ability to work effectively with colleagues, members of the campus community, and the general public
  8. Experience and skill in the use of Microsoft software suite and library online databases; ability to learn and use specialized information management systems
  9. Skill in interpreting and explaining policies and processes


Environmental Demands:

  1. Ability to lift 20 pounds routinely and up to 50 pounds occasionally
  2. Ability to climb a ladder to retrieve records from high shelves
  3. Ability to stoop, bend, and reach
  4. Ability to work with materials that may have dusty or moldy smells

Click here to apply.


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