Digitization Specialist, CHP

Position Type: Federal Work Study And Non Work Study

Essential Duties and Responsibilities:

The Graduate Digitization Assistant will support the College of Health Professions by converting physical records, files, and archival materials into a secure digital format. This role involves meticulous preparation, scanning, indexing, and quality control of sensitive documents to improve efficiency and digital accessibility. The position requires strong organizational skills, technical proficiency, and a commitment to data confidentiality. Key Responsibilities

1. Digitization & Imaging

• Operate copying/scanning equipment to scan paper documents and photographs.
• Prepare physical documents for scanning: remove staples, paperclips, and bindings.
• Ensure digital files meet established quality standards for clarity, orientation, and color accuracy.
• Perform post-processing tasks: image rotation, cropping, and color-correction using software such as Adobe Acrobat Pro or Photoshop if needed. 

2. Indexing, Data Entry & Organization

• Index scanned documents by creating detailed, accurate descriptive metadata for each file so they are searchable in electronic repositories.
• Name, categorize, and store files according to established file naming conventions and folder structures (e.g., One-Drive, SharePoint, or internal database)
• Import or upload digital documents content management systems. 

3. Records Management & Quality Control

• Perform audits of digital files against physical originals to ensure accuracy and completeness (no missing pages).
• Maintain accurate tracking statistics of digitization production, including items scanned and hours worked.
• Perform, when authorized, safe destruction or archiving outdated physical records after successful digital transfer. 

4. General Office Support

• Assist with other administrative duties as needed.

Requirements

Minimum Qualifications:

• Must be currently enrolled in a graduate degree program.
• Extremely high attention to detail and ability to perform repetitive tasks with accuracy. 
• Proficiency in Microsoft Office (Word, Excel). 
• Experience with or ability to quickly learn scanner software and Adobe Acrobat Pro. 
• Understanding of data confidentiality, privacy, and FERPA regulations. 
• Ability to work independently and manage time effectively to meet project deadlines.

Physical Requirements:

• Physical stamina to lift archival boxes (up to 35-lbs)

Anticipated Schedule: 

• Maximum full-time hours allowed for summer semester (35-40 hours per week)

Job Contact:  

• Paula Nranian– (313) 993-2452 – nraniapa@udmercy.edu