Archivist I in the University Archives

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The University of Hong Kong
Hong Kong
Job type: 
Description and duties: 

Description and duties:

Founded in 1911, The University of Hong Kong is committed to the highest international standards of excellence in teaching and research, and has been at the international forefront of academic scholarship for many years. The University has a comprehensive range of study programmes and research disciplines spread across 10 faculties and about 100 sub-divisions of studies and learning. There are over 23,400 undergraduate and postgraduate students coming from 50 countries, and more than 1,200 members of academic and academic-related staff, many of whom are internationally renowned.

Archivist I in the University Archives (Ref.: 201300302)

The University Archives seeks a highly motivated, skilled professional for the position of Archivist I (at the rank of Administrative Assistant I (AAI)), from August 1, 2013 or as soon as possible thereafter, on a three-year fixed-term basis, with a six-month probation and the possibility of renewal, subject to satisfactory completion of service.


This position is responsible for acquiring, processing and making available the materials documenting the history and functions of the University of Hong Kong. Reporting to the Director of University Archives, the Archivist I is responsible for the overall administration of the University Archives collections. The appointee will actively develop the collections according to the HKU Archives collection policy, searching for and acquiring the most significant materials of enduring historical value which document the functions of the University and the life of the HKU family. The Archivist I will collaborate with the General Records at the General Services of the Registry and with the University Records Archivist, provide and coordinate appraisal, accessioning and preparation of processing plans, arrangement and description, and preservation of all records, in every format, for the University Archives. The Archivist I will be working on archival management of permanent records in electronic format and will be part of the Archon implementation crew. The Archivist I will have responsibility for controlling the entry of finding aids and digital content into Archon using DACS archival description standards. The Archivist I may be called upon to participate in digitization projects, grant proposal planning and writing, assisting with donor relations, and the formulation of policies outside of their remit on processing the collections. The Archivist I will supervise public service and provide instruction on the use of the University Archives materials. He/She will also research design and install exhibits when called upon. The Archivist I will oversee all processing of the University Archives collections. His/Her duties will also include the supervision of paraprofessionals and technical support staff along with part-time volunteers, and student workers, as needed.



- A Master's degree in Archives and Records Management, Public History, or Library Science with a concentration of courses in archival studies, or an equivalent combination of education and work experience.
- 5 years' experience in processing archival collections and preparing finding aids.
- Knowledge of efficient processing procedures used with larger collections, such as those outlined in Greene and Meissner's "More product, Less Process".
- Familiar with principles as well as archival theory and practice and basic records management concepts
- Strong written and verbal English communication skills.
- Ability to learn quickly, especially with new technology.
- Ability to delegate work and to control projects.
- Must be able to work effectively and diplomatically within a culturally diverse academic setting.
- Must be able to work well in groups, work well within a small unit, and work well in a changing environment.
- Should be able to meet the University of Hong Kong's requirements for advancement.


- Experience in processing university archival collections, particularly using DACS (Describing Archives Content Standards).
- Experience in supervising processing projects/assistants.
- Familiarity in working with Archon, or received training in Archon use.
- Strong written and verbal Chinese communications skills, particularly Cantonese.
- Experience in providing reference services in an archives, a museum or academic research library, particularly in a special collections unit.
- Experience in working with photographic, audiovisual, or electronic collections.

Candidates not meeting the 5 years of experience required, or alternatively, having the experience but not the educational requirements, may also apply. If selected, he/she may be appointed at a lower rank with a corresponding lower salary and benefits.



A globally competitive salary (minimum HK$40,560 per month for AAI) commensurate with qualifications and experience will be offered. At current rates, salaries tax does not exceed 15% of gross income. The appointment will attract a contract-end gratuity and University contribution to a retirement benefits scheme, totaling up to 15% of basic salary for AAI, or 10% if appointed at a lower rank; as well as leave and medical benefits.

Apply by email:
Application deadline: 
Jun 14 2013
How to apply: 

Applicants should send a completed application form together with an up-to-date C.V. to sbgouldathku [dot] hk. Application forms (341/1111) can be obtained at Further particulars can be obtained at Please indicate clearly in the form the post applied for, as well as the field and level (if applicable), and the reference number. Closes June 14, 2013.

The University thanks applicants for their interest, but advises that only shortlisted applicants will be notified of the application result.

The University is an equal opportunity employer and is committed to a No-Smoking Policy.