Career Opportunities

Assistant Archivist II (University Archives) (at the rank of Executive Officer) in the University Libraries (Ref: 534564)

 

We are seeking a highly motivated candidate to join the University Archives to provide quality archives and records management support at the University.

 

 

Reporting to the University Archivist, Head of University Archives and Special Collections, the appointee will be part of the Archives and Special Collections (ASC) team and based primarily within the University Archives. Duties include but are not limited to:

 

 

• work closely with Senior Archives Assistant to oversee and advise on the entire workflow of the Archives and Records Management Programme, from creation, acquisition to retention, disposal and outreach;

 

• assist in creation and revision of retention and disposal schedules for both physical and digital records within the Records and Information Management Programme (RIM);

 

• assist in revising, editing, researching and updating all archives- and records-related policies on records collection, retention, disposal, embargo, access and transfer following international standards and best practices, national legislation and legal requirements;

 

• assist in appraisal and selection of records for permanent retention, embargo and disposal;

 

• assist in creation and enhancement of finding aids following international archival description standards (ISAD(G) and DAS) using ArchivesSpace;

 

• assist in outreach and promotional events, including delivering lectures, giving presentations relating to the use of University Archives, management of records and leading tours at the University History Gallery when called upon;

 

• liaise with ITS for maintenance of Digital University Archives and websites;

 

• assist in the collection of digital-born records from external sources relating to the University using Archiv-It, Archivematica or other alternative software; and

 

• liaise with donors and potential donors for acquisitions, financial support and relationship building.

 

 

• assist in overseeing the daily operation of the University Archives within the Archives and Special Collections (ASC);

 

• act as a major contact point to help with enquiries, supervision of reading areas in order to maintain the security and orderly use of materials, space and environmental management, records transfer, retrieval and return, implementation of preservation control and any ad-hoc duties;

 

• manage reference services through emails, telephone and walk-in enquiries in a professional manner, including referrals;

 

• assist in University-wide and cross-departmental records transfer, processing and management of TOGO records management system at the main Archives and off-site Records Centre following international standards (ICA, SAA, ISO, BS) and best practices;

 

• report and react swiftly to any concerns over environmental and security control of the spaces;

 

• assist in digitisation for providing wider access;

 

• liaise closely with Faculties, Special Collections, Preservation and Conservation Department and the Libraries for identification of materials for teaching, research, curatorial and exhibition purposes;

 

• assist in collecting, generating and compiling statistics for space and service development;

 

• assist in preparation of Deed of Gift, Loan Agreement, funding proposals and other clerical works for sign-off; and

 

• assist in ad-hoc duties as assigned.

 

 

Applicants should possess a recognised university degree or a postgraduate qualification in Archives and Records Management discipline, preferably with minimum 3 years of relevant archives and records management experience at supervisory level. They should have good knowledge and concepts of archives and the life-cycle of records, a good command of written and spoken English and Chinese (Cantonese and Mandarin), strong research and presentation skills as well as computer literacy (such as MS Office), and the ability to work independently and multi-task. Professional accreditations from Academy of American Archivists (ACA), Society of American Archivists (SAA) or Chartered Institute of Library and Information Professionals (CILIP) would be advantageous, but not essential.

 

This position requires working in and managing the off-site Records Centre, and handling archival boxes weighing up to 15kg each.

 

 

The appointment will be made on a 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.

 

 

The University only accepts online application for the above post.  Applicants should apply online with a covering letter outlining the corresponding competencies and upload an up-to-date C.V. Review of applications will commence as soon as possible and continue until April 12, 2026, or until the post is filled, whichever is earlier.