Archival Specialist

California, United States
09 Nov 2018
End of advertisement period
09 Jan 2019
Contract Type
Fixed Term
Full Time

Jobe Code: 1732
Jobe Grade: D

(Two year fixed-term)

A cover letter and resume are required for full consideration.

The Hoover Institution at Stanford University is seeking qualified candidates for the full-time position of Archival Specialist for the Hoover Institution Library & Archives. The position is for a two year fixed-term. 

About Stanford University's Hoover Institution:

 The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. 

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. 

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.


The Library Specialist may be assigned several duties within one or more functional areas of a library. Performs tasks under general supervision, exercising some initiative. May supervise hourly employees and oversee the day-to-day operations of a branch library or library.

The position will assist with descriptive metadata and physical preparations for moving Library & Archives material for transfer to an offsite location and develop machine readable inventory control procedures for the materials to facilitate retrieval for on campus use due to upcoming building renovations. The materials involved are rare and unique formats including manuscript collections, organizational records, audio and video formats, and newspapers.

The Archival Specialist will focus on work with serials and newspapers as a part of the project team of librarians, archivists, and library assistants to survey, rehouse, catalog, label, barcode, and coordinate preservation and conservation treatments as needed for transfer to an offsite facility. 


  • Correct simple errors in various types of records that enhance discoverability of library resources in our online catalog (e.g. bibliographic records, call number records, item records, holdings records).
  • Update records when information changes (e.g. when an item is transferred to another library or withdrawn)
  • Process a variety of error reports produced by local systems and by vendors (e.g. batch transfer reports)
  • Perform copy cataloging for resources added to the collection. 


  • Compile detailed finding aids to archival collections.
  • Develop machine readable inventory control procedures for materials to facilitate retrieval from offsite locations.
  • Contribute to the development and execution of workflows needed to ensure project deadlines are met.
  • Draft reports for supervisor.

* Other duties may also be assigned.


Education & Experience:

Two-year college degree plus one or more years of experience in an academic library, or equivalent combination of education and relevant experience.

Relevant experience may include experience in a cultural heritage institution or library. 

Knowledge, Skills, and Abilities:

  • Demonstrated computer literacy with word processing, spreadsheets and communication software such as email
  • Record of excellent attendance
  • Experience using or ability to learn one or more library automated systems, proficiency in using SirsiDynix's Symphony preferred.
  • Excellent analytic and problem solving skills.
  • Ability to work effectively in a dynamic, production-oriented environment and the ability to adapt quickly and work under pressure to meet deadlines and production goals.
  • Demonstrated ability to maintain consistent accuracy and attention to detail while maintaining a very high level of productivity
  • Good keyboarding skills and physical tolerance for at least six hours per day of keying
  • Ability to communicate effectively in English, both orally and in writing
  • Ability to work independently and as a team member, under pressure, in a highly demanding environment.
  • Thorough knowledge of catalog records and MARC21 formats, with the ability to effectively search bibliographic utilities (e.g. OCLC)

Desired/Preferred Knowledge, Skills, and Abilities:

  • Experience with complex information systems and databases (e.g., Archivists' Toolkit) or the ability to learn them
  • Demonstrated ability to compile finding aids to archival collections at varying levels of detail
  • Ability to supervise day-to-day work of students and/or temporary workers, including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input

Certifications and Licenses:

  • None


  • Constantly sit, perform desk-based computer tasks. 
  • Work with books and in places that may be dusty.
  • 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. Ability to lift 40 pound boxes or bundles.

*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 his or her job.


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


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as 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, http://adminguide.stanford.ed

The Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.