Processing Archivist

California, United States
31 Jan 2019
End of advertisement period
31 Mar 2019
Contract Type
Full Time

Job Code: 1782
Job Grade: H

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 Processing Archivist for the Hoover Institution Library & Archives. Motivated, enthusiastic archivists with and knowledge of twentieth century history and foreign language skills including reading knowledge of Chinese, German, or Polish are strongly encouraged to apply. The appointment is for an initial two-year limited term, with the possibility of renewal. This is a career track position. 

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 Processing Archivist is responsible for working independently, as an expert, and as a supervisor on a team to appraise, organize, arrange, describe, and provide access to archival collections in a variety of languages, especially Chinese, German, or Polish. The Processing Archivist may also contribute to multiple forms of outreach, including reference, to further promote the use of the Hoover Institution's archival collections.


  • Coordinate the appraisal, arrangement, and description of large, complex, multi-lingual archival collections, according to professional standards and current archival procedures.
  • Participate in the formulation and implementation of project planning, management, and workflow; determine project goals and schedules; and survey archival holdings to identify materials in need of additional attention. 
  • Assist with the development of procedures and workflows to address the backlog of unprocessed collections.
  • Independently analyze problems and recommend solutions, displaying a high degree of initiative, originality, and judgment in applying archival principles and procedures to complex and unique collections. 
  • Conduct preservation assessments to determine appropriate preservation treatment and archival storage decisions.
  • Collaborate with team members to evaluate, select, and apply metadata schemas and techniques, standards, data elements, and thesauri to provide uniform description and access to Library and Archives materials. 
  • Assist with the supervision, hiring, and training of archives assistants.
  • Collect and maintain statistics, reports, and other metrics to improve processing, preservation, and reference functions.
  • Assist with reading room activities, providing orientations and instruction to researchers in how to request and use rare materials 
  • Participate in relevant professional and outreach activities.
  • * Other duties may also be assigned.


Education & Experience:

MLIS from an ALA-accredited library school or MA with an archival concentration, archival management certificate, or related subject specialty. Demonstrated understanding of academic libraries and a background in twentieth century history, politics or culture strongly preferred. Two years of experience with arranging and describing archival materials and reading knowledge of Chinese, German, or Polish required.

Knowledge, Skills, and Abilities:

  • Demonstrated knowledge of the principles of archival arrangement and description for personal papers and organizational records in many formats including manuscripts, records series, photographs, born digital material, newspapers, books, posters, audio, film, microfilm, objects, and other materials.
  • Reading knowledge of Chinese, German, or Polish.
  • Demonstrated experience in applying current archival and special collections descriptive practices and principles including DACS, RDA, LCSH, and/or DCRM(MSS).
  • Familiarity with EAD, XML and other machine actionable metadata schema.
  • Ability to learn, analyze, and utilize existing and emerging metadata standards and practices associated with linked data. 
  • Experience using archival or special collections information systems, such as ArchivesSpace, or the ability to learn them.
  • High level of proficiency using PC-based applications (Windows, word processing, spreadsheets) and other computer applications (email, Internet, Integrated Library Systems); ability to keep up to date with emerging technologies.
  • Demonstrated ability to organize and prioritize work, with strong project management skills, and the ability to use considerable judgment and initiative.
  • Experience with or ability to learn processing of digital collections, data migration, digital curation, and mapping of metadata schema.
  • Experience supervising and training archival assistants.
  • Excellent interpersonal skills and demonstrated ability to work independently, as a team member, and across departmental boundaries in a fast-paced environment.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  • Flexibility to be organized, productive and effective in a dynamic environment, involved with a variety of simultaneous projects and workflows.
  • Excellent oral and written communication skills in English.
  • Ability to rapidly learn and implement new archival description procedures and principles adopted by the Hoover Library and Archives.

Certifications and Licenses:



  • Constantly sit, perform desk-based computer tasks. 
  • Frequently twist/bend/stoop/squat, grasp 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,