Institutional Repository Assistant

Summary of Work Activities and Responsibilities:

The Institutional Repository Assistant V provides operational and clerical support in maintaining the University's Institutional Repository (IR). The position assists in collecting, organizing, digitizing, and storing research outputs and archival content, and supports the promotion of scholarly work through the repository. The position also coordinates with various academic units and external partners, such as Elsevier, and provides support in documentation, reporting, and repository-related meetings and communications.

Main Duties and Responsibilities

I. Repository Content and System Support

• Assists in collecting, collating, digitizing, storing, and preserving files and records related to the Institutional Repository (IR)

• Receives and gathers submissions from academic units and organizes files by publication type and date

• Scans or encodes physical documents when needed
• Uploads all approved content and documents to the Institutional Repository platform

• Coordinates with units and the third-party service provider (e.g., Elsevier) for the creation or updating of content and collections within the repository

• Resolves/troubleshoots basic system issues (e.g., database configuration), and coordinates with the service provider for system maintenance to avoid major breakdown or downtime

• Maintains organized records of IR materials and digital files for ease of retrieval and reference

II. Communications and Content Preparation

• Prepares news briefs, summaries, or materials showcasing research and scholarly work for dissemination through the IR, University website, or other assigned platforms

• Supports the internal promotion of the IR within the University community

• Participates in information sessions/orientations for faculty and researchers

• Disseminates approved promotional materials in various channels (e.g., Blueboard, emails, website)

• Coordinates with academic units/offices on submitted content, announcements, or promotional materials for the IR to ensure accuracy, completeness, and proper scheduling of releases

• Follows up on incomplete submissions and requests missing files and documentation as necessary

• Clarifies citation information or content tags to support accurate encoding and repository searchability
• Secures confirmation from content owners before uploading materials to the IR
• Schedules the release of announcements or content with the approval of the Research Communications Head

III. Coordination and Documentation

• Coordinates with other units, especially the Rizal Library, in scheduling meetings and planning sessions regarding IR-related activities, processes, and events

• Organizes, documents, and maintains minutes of IR-related meetings and activities

• Compiles basic data or summaries related to IR submissions, usage, or other assigned research metrics
• Prepares internal reports or documentation related to repository operations, as instructed

IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:

• Digital Repository and Records Management: Knowledge of digital content systems, academic publishing, and digital preservation standards
• Data Entry and Documentation: Proficient in compiling summaries, logs, and internal reports as assigned
• Technological Proficiency: Proficient in managing online repository platforms, metadata tagging, and working with digital file formats
• Research and Writing: Skilled in writing reports, briefs, and communications content related to academic work and research visibility
• Analytical Skills: Capable of gathering and interpreting data on repository usage, trends, and content gaps
• Communication and Interpersonal Skills: Works effectively with both internal academic units and external partners; responsive to faculty and research community needs
• Attention to Detail: Ensures accurate metadata, clean citations, and proper categorization of all digital records

Education and Experience Requirements:

• Bachelor's degree in any field
• At least 2 years of work experience related to digital content management, library systems, or research support services
• Experience with digital libraries or institutional repositories is preferred