Archival Assistant

CSU Fullerton Auxiliary Services Corporation; Fullerton (CA); On-site; USD 21,000 - 34,000; Part time

Job summary

CSU Fullerton Auxiliary Services Corporation (ASC) seeks an Archival Assistant to support COPH grant-funded oral history projects. Tasks include editing transcripts, digitizing materials, creating abstracts, and archival assistance under the Archivist's supervision.

The position emphasizes careful transcription, metadata entry, and project tracking, with emphasis on English-language proficiency and experience in archival workflow; funding is grant-based and contingent on continued support.

Qualifications

• MA in History or related field.
• Experience with archival work preferred.
• Proficiency in English reading/writing.

Responsibilities

• Transcribe oral history interviews and edit transcripts for accuracy and formatting.
• Digitize archival materials and prepare materials for digitization workflows.
• Create abstracts summarizing narrators' backgrounds and experiences.
• Assist with organization, description, and management of archival materials and project tracking.

Skills

Oral history

Archival work

Transcription

Digitization

Abstract writing

Education

Master of Arts in History

Tools

Microsoft Word

Job description

The Archival Assistant will work directly with Center for Oral and Public History (COPH) archivist on grant-funded oral history projects. This work will include editing and finalizing transcripts, digitizing archival materials, creating abstracts, and other archival support duties as assigned.

*Please be aware that funding for this position is awarded through a Grant/Contract over a specified period. Employment for this position beyond current Grant/Contract funding is contingent upon continued funding or new Grant/Contract.

Oral History Transcription and Editing

• Transcribe oral history interviews using a foot pedal and Microsoft Word.
• Review and edit completed transcripts for accuracy, spelling, punctuation, and consistent formatting with established standards and project deadlines.
• Perform transcription assignments independently, with guidance and final review provided by the Archivist.

Digitization of Archival Materials

• Digitize historical photographs, paper documents, and audio cassette recordings using archival scanning equipment, audio playback equipment, and digital conversion software.
• Prepare materials for digitization, capture digital files, and perform quality control checks to ensure accuracy, clarity, completeness, and proper file formatting.
• Organize and label digitized files according to established archival naming conventions and maintain records of completed work.
• Complete assigned digitization projects on an ongoing basis, following established preservation and digitization standards under the supervision of the Archivist.

Creation of Oral History Abstracts

• Review completed oral history interviews and transcripts to prepare abstracts summarizing the narrator's background, significant experiences, historical events, and major topics discussed.
• Utilize Microsoft Word to produce clear, accurate, and consistently formatted abstracts that support archival description and researcher access, following established COPH guidelines, and to the Archivist for review.

Archival Processing and Project Support

• Assist with the organization, description, and management of archival materials associated with this project.
• Perform duties such as organizing physical and digital collections, verifying file names, entering descriptive metadata, maintaining project tracking spreadsheets, and reviewing completed materials for accuracy and completeness.
• Update project records regularly to document progress and ensure materials are properly accounted for. Complete assigned archival support activities independently according to established procedures, with oversight and guidance from the Archivist.

Other duties

• Other duties as assigned. Note that work assignments and productivity expectations will be established by the Archivist based on the length and complexity of oral history interviews, the volume and condition of archival materials, and established CLIR grant project milestones. Employees will be expected to maintain accurate records of completed assignments and meet established project deadlines.

• Ability to learn and perform assigned work.
• Ability to follow oral instructions.
• Ability to work cooperatively with faculty, staff, and other students.
• Ability to communicate effectively with all levels.
• Proficiency reading and writing in English
• Advanced experience with oral history and archival work.
• Interest in and knowledge of Japanese American History.

EDUCATION:

• Minimum Master of Arts (M.A) in History or a related field

PHYSICAL DEMANDS:

Prolonged sitting in front of computer. Walking, talking, hearing, pulling, bending, may carry 10-15 pounds of objects/material, not exposed to extreme noise level, use hands to finger, handle, or feel, reach with hands or arms, stoop, kneel, taste or smell.

APPLICATION PROCEDURE:

CSU Fullerton, Auxiliary Services Corporation (ASC) is an Equal Opportunity/Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

If you are a qualified individual with a disability or a disabled veteran, you have the right to request an accommodation if you are unable or limited in your ability to use or access our career center as a result of your disability. To request an accommodation, contact a Human Resources Representative at [phone].

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the ASC. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current ASC employees who apply for the position.