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Collections Archivist (at the rank of Administrative Assistant I (AAI))

Apply now Ref.: 494418
Work type: Full-time
Department: University Archives (40120)
Categories: Professional & Management

Applications are invited for appointment as Collections Archivist (at the rank of Administrative Assistant I (AAI)) in the University Archives (Ref.: 494418), to commence as soon as possible, on a three-year fixed-term basis, with the possibility of renewal, subject to satisfactory performance.


Reporting to the Director of University Archives, the Collections Archivist (Archivist II) is responsible for the overall administration of the University Archives collections. This appointee is responsible for acquiring, processing and making available the materials documenting the history and functions of the University of Hong Kong. He/She 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 appointee is expected to:

  1. oversee all processing of the University Archives collections;
  2. work on archival management of permanent records in electronic format and will be part of the ArchivesSpace implementation crew;
  3. be responsible for controlling the entry of finding aids and digital content into ArchivesSpace using DACS archival description standards;
  4. 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;
  5. may assist in providing public service and instruction on the use of the University Archives materials;
  6. assist with research, design and install exhibits when called upon;
  7. collaborate with the General Records at the General Services of the Registry and with the University Records Archivist,
  8. 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;
  9. supervise paraprofessionals and technical support staff along with part-time volunteers, and student workers, as needed; and
  10. work with other professional staff to manage any loans or reproductions of materials from the HKUA collections.



  • 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"
  • Familiarity with basic records management concepts and principles as well as archival theory and practice
  • 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 ArchivesSpace or training in ArchivesSpace use
  • Good written and verbal Chinese communication skills, particularly in 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 with less than 5 years' experience, 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 highly competitive salary commensurate with qualifications and experience will be offered (minimum HK$52,060 per month for AAI) in addition to annual leave and medical benefits. 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.

The University only accepts online application for the above post. Applicants should apply online and upload an up-to-date C.V. Review of applications will start from May 1, 2019 and continue until May 30, 2019, or until the post is filled, whichever is earlier.

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