Processing Archivist

California, United States
Saturday, 12 October 2019
End of advertisement period
Thursday, 12 December 2019
Contract Type
Fixed Term
Full Time


Stanford Libraries is seeking a Processing Archivist to process recent acquisitions and collections from our backlog – including materials in all formats. They will manage a three-year effort and collaborate with staff across the libraries, particularly other Special Collections staff, cognizant curators, colleagues in Conservation and the Media Preservation Lab regarding preservation assessment and selection of materials for conservation treatment or digitization projects. They will work with other MSS staff on appraisal of the collection and to complete finding aids, blogs, and assist with online exhibits. They will also work with the Digital Libraries Systems & Services Department on managing workflows for digitization projects and creation of all metadata for digitization. They may supervise and train hourly employees. They will be based primarily in our Redwood City complex but will also prepare collections for processing at our Newark facility.


  • Project Archivist will process collections based on priorities set by the directors in Special Collections
  • Execute the assessment, processing, arrangement and description of born-digital and hybrid archives, including material in Special Collection’s backlog and newly acquired materials.
  • Working closely with our Metadata Librarian, coordinate metadata for digital collections in order to harmonize conflicts and inconsistencies and make them function effectively re local policies, best practices, and common standards
  • Participates in the creation of intellectual access to these materials via the online catalogue, metadata for digital objects, and finding aids
  • Manage time in order to complete organization and description of assigned collections
  • Prepare any audio and video for reformatting/preservation and file JIRA with Stanford’s Media Preservation Lab under the guidance of the Lead Processing Archivist
  • Re-house slides/negatives/photographs and prepare folder-level description for use in any future digitization efforts
  • Apply preservation measures during the processing of the collection and coordinate special re-housing efforts with Preservation/Conservation Department – or notify them with issues requiring treatment
  • Work independently and make judgments and recommendations about content appraisal, especially with consideration for future digitization efforts
  • Work closely with metadata team re local policies, best practices, and common standards
  • Maintain close working relationships with DLSS staff related to the ingest of digital objects and online exhibits
  • Report to Assistant Director for Special Collections and the Lead Processing Archivist regularly
  • Prepare all containers for ingestion into Stanford’s repository including all end-processing tasks
  • Publish articles on project discoveries and updates on SUL blogs, etc.
  • Attend project and division meetings
  • Evaluate and make recommendations to management on plans, operations and policies for a library unit
  • May manage staff or student staff.

* - Other duties may also be assigned


Education & Experience:

  • Advanced Degree in Library Science or a relevant academic discipline with demonstrated understanding of academic libraries and two or more years of relevant experience in a relevant library setting or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Experience in a manuscripts repository processing and cataloging large archival or manuscript collections. Knowledge of current library and archival descriptive and metadata standards (e.g. Describing Archives: A Content Standard (DACS), Encoded Archival Description (EAD), Dublin Core, MODS.
  • Knowledge of relevant aspects of library operations including understanding of contemporary library practices, trends and emerging technologies.
  • Theoretical and practical knowledge of current cataloging procedures and principles as defined in AACR2, the MARC Bibliographic, Holdings, and Authorities formats, and LC subject headings and classification.
  • Some experience working with digital archival materials
  • High level of proficiency with computers and desktop applications, including Microsoft Office suite (especially Word and Excel), Acrobat, Marc Edit, Oxygen, and FileMaker Pro preferred.
  • Familiarity with collections management applications, such as ArchivesSpace.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  • Ability to work independently and as a team member in a rapidly changing environment on a variety of simultaneous workflows.
  • Demonstrated understanding of the broad scope of library operations with ability to understand how their role interacts with the rest of the organization.
  • Ability to work effectively in a team environment and negotiate issues with people from different parts of the library.
  • Ability to identify challenges and opportunities, engage others in their resolution and recommend appropriate courses of action.
  • Ability to independently perform complex job functions such as collection management reviews, developing policies for business practices.
  • Consistent display of strong verbal and written communication skills.
  • Demonstrated bibliographic expertise or basic managerial/supervisory skills.

Physical Requirements*:

  • Constantly sit, perform desk-based computer tasks.
  • Frequently twist/bend/stoop/squat, grasps lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).
  • Rarely use a telephone, operate hand controls.
  • Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds.

* - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

Working Conditions:

  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings and weekends.

Work Standards:

  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide,

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Additional Information

Schedule: Full-time
Job Code: 1781
Employee Status: Fixed-Term
Grade: G
Requisition ID: 84993