Property Information Resources, Archivist

About the position The Operations Division serves four Tufts University campuses: the Medford/Somerville campus, the Boston Health Sciences campus, the Boston School of the Museum of Fine Arts at Tufts, and the Grafton campus - together encompassing 275 buildings and approximately 5.8 million gross square feet. The division comprises of Campus Planning, Capital Renewal, Capital Projects, Real Estate, Facilities and Engineering Services, Dining, Auxiliary Services, and Public Safety. Together, these teams support and advance strategic goals for the University’s research and educational mission, vision, and values. Campus Planning supports the University’s mission in teaching, research, and clinical practice by enabling and fostering transformative experiences, through stewardship, strategies and services for the campus environment and infrastructure. The integration of sustainability and reaching carbon neutrality is critical to all these efforts. We collaborate across the University to develop integrated, innovative, and feasible near- and long-planning solutions. The Property Information Resources Archivist plays a critical role in managing the archives for the Operations Division and works with other campus entities as needed. Reporting to the Property Information Resources Manager, this position is responsible for managing construction project closeout documentation, project tools, and ensuring accurate metadata and benchmarking data is documented correctly. The Archivist will facilitate document retrieval processes to enable informed decision-making across campus operations. The ideal candidate will be Customer-Service focused and possess a strong understanding of design and construction processes, document management, and archival practices. This role requires interaction with members of the Tufts University community and close collaboration with the Property Information Resources Manager to ensure compliance with Tufts University standards and the timely submission of all project deliverables. Interaction with external consultants may also be required The ideal candidate will also travel between our campuses as needed and be in-person 4 days a week with 1 day remote. They will need to be able to work in a highly interactive work setting and work alongside colleagues with regular collaboration, communication and teamwork throughout the day

Responsibilities

• Manage Operations Project Archives
• Develop and maintain document management and metadata standards
• Manage, organize, and maintain operations plan rooms and archives across all four university campuses
• Review and archive project closeout documentation for compliance with Tufts quality standards
• Work with Operations staff and other campus entities with retrieval of historical project information
• Manage document requests from students, faculty, and staff
• Provide (EDMS) Electronic Document Management System training and support for Operations personnel
• Manage project benchmarking data, including capital construction costs
• Create and implement a records retention policy in accordance with applicable law and university guidelines
• Scan and digitize hard copy drawings for archival purposes

Requirements

• Bachelor's Degree in Library Science, Archival Science, Information Technology, Architecture, Engineering, Construction Management, or a related field
• 3-5 years
• Strong understanding of construction processes and associated archiving requirements
• Experience with SharePoint Online or similar facilities management platforms
• Experience with Electronic Document Management Systems (EDMS)
• Experience with managing physical archive collections or records
• Excellent written and verbal communication skills, with strong attention to detail
• Ability to work independently in a detail-oriented environment, manage multiple relationships, advance multiple assignments simultaneously to meet deadlines and to work effectively as a member of a project team
• Strong problem-solving and research skills

Nice-to-haves

• Master's Degree in Library Science, Archival Science, or Information Technology
• Working knowledge of Autodesk AutoCAD and Revit
• Knowledge of data analysis tools such as Tableau or Power BI
• General understanding of GIS applications
• Familiarity with organizing and managing construction documents
• Skilled in Adobe Acrobat or Bluebeam software
• Experience with large-format scanning and printing/plotting equipment
• Knowledge of higher education environments and campus operations

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