SPP3941A: Design and Construction Archivist (Admin. Analyst) - Career Position

Unit: Physical PlanningCategory: Managerial/ProfessionalOpening Date: 04/20/2012Description:Opened in 2005, UC Merced is the first new public research university of the 21st century. The campus has an ambitious 10 year capital program and Physical Planning Design and Construction (PPD&C) currently oversees approximately $175 Million Dollar projects for the campus.Under the direction of the Director of Operations, the Archivist provides document archiving, organization, retrieval and sharing for the four primary operating areas in Physical Planning Design and Construction (PPD&C). The essential duties of this position include: Manage all planning, design and construction record documents and archival materials. Create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electric information storage technology. Direct activities of student assistants who help arrange, catalogue, scan and secure valuable documentary materials from completed capital projects. Re-organize older materials and direct their integration with new materials. Organize archival records and develop classification systems to facilitate access to materials. Prepare archival records, such as document descriptions, to allow easy access to information. Preserve records, documents, and objects, scanning documents to electronic formats as necessary. Research the origins and historical significance of older archival materials and present options for their disposition to the Director of Operations. Apply experience with best-practices in construction, design and data management to ensure records will be available for the policy required timeframes. Integrate PPD&C archives with system-wide and campus-wide building data initiatives including but not limited to; Facilities Link, UCOP project databases and State of California capital reporting systems. Coordinate training and interdepartmental outreach programs, such as tours, workshops, lectures, and classes to provide accurate information to PPD&C clients, collaborators and end users. Administer existing policy and develop guidelines as needed to address evolving needs. Respond to Legal and Public Records Act (PRA) requests and general requests for access and use of materials. Provide reference services and assistance for users needing archival materials.Provide technical assistance to the Physical Planning Design and Construction department for database, graphic and online systems support related to the archives and general technology support. Interacts with UC Merced senior staff, faculty, and other administrators including those at the campuses and at the Office of the President. This is a career position. Qualifications:Required:• Excellent analytical and thinking skills to anticipate and identify issues and information requirements. Skill to apply appropriate research and analysis procedures. Ability to think logically, interpret data, identify anomalies, trends, and potentially invalid data. Skill to make logical deductions and independently decide appropriate action where no clear guidelines are available. • Strong skills to organize work effectively to achieve timely progress on multiple simultaneous projects. Skills to maintain accountability and establish audit trails.• Knowledge of project administration, the construction industry, and construction/legal terminology.• Excellent oral and interpersonal communication skills to work as a team member to communicate in a pleasant, professional and effective manner to handle difficult, sensitive, and/or confidential issues. Skills to work with diverse groups to achieve mutual cooperation.• Demonstrated ability to define problems, develop methodologies for solving problems, perform analyses and summarize findings, and develop and implement recommendations.• Ability and skill to exercise sound, independent judgment and initiative.• Demonstrated administrative support experience. • Skills to operate custom computerized systems to prepare legal documents, correspondence and reports. Working knowledge of word processing, spreadsheets, calendaring, project management, and document management database programs (Microsoft Word, Excel, Outlook, Project, and Lotus Notes) in a Windows environment.• Skills to research interpret and apply federal/state/university policies and regulations to meet department mission goals, and objectives.• Ability to meet customer/client expectations with an emphasis on quality, quantity and timeliness of work. • Ability to exercise integrity and discretion in all matters and represent A&E management with diplomacy, tact and professionalism.• Ability to provide information clearly, accurately, and succinctly for the appropriate target audience. Ability to instruct and train others.Special Conditions of Employment:• Must possess a valid California Drivers License.• Hours of work are generally between 8am-5pm. Hours may be shifted to accommodate departmental needs.