Acquisitions Processing Archivist

California, United States
22 Oct 2020
End of advertisement period
22 Dec 2020
Contract Type
Full Time

Are you interested in being part of a dynamic team that is growing? The Hoover Institution at Stanford University is seeking enthusiastic and growth-focused candidates for the Acquisitions Processing Archivist position within the Library & Archives. Motivated, enthusiastic archivists with foreign language skills and knowledge of twentieth century history are strongly encouraged to apply.  The full-time Academic Staff (Career Track) position is located in the Description area. 

Please submit a cover letter and resume along with your online application. Your one-page cover letter should briefly describe your background in academic libraries and provide examples of past projects and work completed. 

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 Acquisitions Processing Archivist performs a variety of complex duties within the Acquisitions and Appraisal Archivist’s team. Working independently, as a team member, and as a supervisor, prepares incoming collections, in a variety of languages and formats, in order to establish researcher access to collection material prior to archival processing. Working with the Acquisitions and Appraisal Archivist, develops and maintains rights and access policies and procedures. Working as a part of a larger team of archivists and preservation specialists, supports the movement of material throughout the acquisition to access workflow while also participating in other description, reference and outreach services for Library & Archives materials.


  • Independently create descriptive metadata about new archival acquisitions using data management and cataloging software
  • Create basic inventories for archival materials, carrying out basic arrangement and description activities
  • Conduct preservation assessments to determine appropriate preservation and archival storage decisions
  • Work closely with curators and division personnel to analyze the archival value of new acquisitions, and appraise them for appropriate disposition
  • Develop, implement and reinforce policies, procedures and best practices for baseline processing during accessioning
  • Gather statistics relevant to the processing, use and maintenance of new acquisitions, and assist with record keeping
  • Participate in the development of a uniform description environment across Hoover Library and Archives
  • Assist with the supervision, hiring, and training of archives assistants
  • Helps develop and maintain rights policies and procedures for born digital material
  • May participate in rights assessments and documentation for the Digital First Initiative 
  • May be asked to assist with reading room activities, providing orientations and instruction to researchers

* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.  Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.  Employees may also perform other duties as assigned.


Education & Experience:

MLIS from an ALA-accredited library school or MA with an archival concentration, archival management certificate, or related subject specialty. Qualified individuals new to the library profession are welcome to apply.

Knowledge, Skills, and Abilities:

  • Demonstrated knowledge of the principles of archival arrangement and description for manuscripts and archives in many formats including photographs, scrapbooks, posters, audio, film, 3D objects, and other materials
  • Experience arranging and describing manuscript and/or archival collections using the MPLP, maximal or extensible processing method
  • Demonstrated job or school experience with basic preservation and conservation standards for archival and manuscript collections
  • Experience using data management and cataloging systems, such as Smartsheet and ArchivesSpace, or the ability to learn
  • Experience with, or the ability to learn, best practices for accessioning born digital material
  • Demonstrated ability to organize and prioritize work, with strong project management skills, and the ability to use considerable judgment and initiative
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity
  • Experience working collaboratively and independently with varied groups within a complex organization and rapidly changing team environment
  • Communicate effectively orally and in writing, as well as establish and maintain effective working relationships with other employees
  • High level of proficiency using PC-based applications (Windows, word processing, spreadsheets) and other computer applications (email, Internet, cloud computing); ability to keep up to date with emerging technologies
  • Familiarity with EAD and other machine actionable metadata languages, familiarity with the principles of linked data, and ability to map between different metadata standards preferred
  • Demonstrated ability to work independently and collaboratively in a fast-paced environment with the flexibility to adjust to changes and reprioritizations.
  • Excellent written, verbal, analytical, organizational and interpersonal skills required. 
  • Reading knowledge of a foreign language preferred
  • Successful applicant may be asked to apply for a US national security clearance.

Certifications and Licenses:

  • None


  • 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,

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.

Additional Information

  • Schedule: Full-time
  • Job Code: 1781
  • Employee Status: Regular
  • Grade: G
  • Department URL:
  • Requisition ID: 87570