Assistant University Archivist

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

Stanford University Libraries seeks a talented and driven Assistant University Archivist to join the Department of Special Collections and University Archives. The Department acquires, arranges, describes, preserves, and makes available primary source materials to support the research needs of Stanford students and faculty as well as the global community of scholars. The holdings of the Department comprise more than 260,000 rare, fine press, and artists’ books, and some 59 million pages of unpublished manuscripts and photographs. Collections include the papers of scientists, mathematicians, technologists, artists, writers, historians, and visionaries; medieval manuscripts; archival photographs; and records of corporations and non-profit organizations with an emphasis on Silicon Valley, California, and Mexican American history.

The Assistant University Archivist will be an integral member of the Stanford University Archives, which partners with university community members to collect, describe, administer, preserve, and make accessible materials of enduring historic value pertaining to the history of Stanford University. These include records of Stanford administration; schools, departments, centers, and institutes; faculty; students, student organizations, and alumni; campus activities and events; and Stanford’s relationships with Santa Clara County, the State of California, the region, and the world. Reflecting this vast collecting scope, holdings of the unit include more than 30,000 linear feet of material and over 30 terabytes of electronic records within over 2,500 collections.

The Stanford University Archives is proactive in documenting and serving the needs of an increasingly interdisciplinary and diverse university. The Archives is responsible for collecting, processing, and promoting materials inclusive of this diversity, and committed to developing associated programming, in collaboration with other Libraries staff, to extend the reach of our collections beyond traditional audiences.

The Assistant University Archivist has primary responsibilities for collection management, and physical and digital accessioning. The Assistant University Archivist also shares curatorial responsibility for partnering with historically marginalized university communities, enabling us to maintain and scale our public outreach and collaborations with the university and our global community, including support for anti-Black racism awareness, and diversity, equity, and inclusion activities across the university.

Why Stanford is for You:

Contemplate the challenges our planet faces today and the sustainability solutions we will develop in the coming years. Imagine a world without search engines or social platforms Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

  •  Freedom to grow. We offer career development programs, tuition reimbursement, and course auditing. Join a TedTalk or film screening, or listen to a renowned author or global leader speak.
  • A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
  • A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
  • Discovery and fun. Stroll through historic sculptures, trails, and museums.
  • Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

Core Duties:

Under the direction of the University Archivist, the Assistant University Archivist is responsible for:

Collection Management and Accessioning (75%)

  1. Running the day-to-day operations of the University Archives with little direct supervision, including overseeing and directing the management of University records and manuscript collections in all formats:
    • Managing the storage of all Archives material in all Library storage locations, including maintaining an up-to-date record of material locations.
    • Coordinating packing and listing of collections for transfer to Archives in remote locations; overseeing the transfer and receipt of materials, including to permanent storage at the Stanford Auxiliary Library.
    • Planning, supervising, and carrying out special projects, such as shelf readings and relocation of materials.
    • Overseeing routing and tracking of material in all formats for Preservation/Conservation, lab reformatting, exhibit loans (in coordination with the Registrar), or return to the donor according to the terms of the Deed of Gift.
    • Identifying confidential materials in the collections and routinely consulting with the University Archivist to follow established procedures to restrict access to those items. The Assistant University Archivist will be responsible for flagging and weeding inappropriate materials from the collection and either destroying them or returning them to the donor of the collection, according to the agreement in the Deed of Gift and/or in consultation with the Processing Archivist and the University Archivist as appropriate.
    • Acting as the liaison between the Archives and the Conservation Department to ensure successful conservation of the Archives’ materials. Undertaking surveys and identifying items in need of conservation treatment, and assisting in the execution of treatment plans.
    • Ordering and managing use of collection supplies.
  2. Accessioning, cataloging, and creating metadata for collection materials in all formats, in consultation with the University Archivist and Processing Archivist. Creating appropriate access tools to collections including Encoded Archival Description (EAD) finding aids using Archives Space and according to established principles (DACS), as well as creating MARC catalog records for collections according to national standards.
  3. Staging, creating metadata for, and accessioning born-digital or digitized content into the Stanford Digital Repository (SDR), according to priorities set in consultation with the University Archivist. Work with the Processing Archivist and colleagues within Digital Library Systems & Services (DLSS) to schedule monthly accessions via Preassembly and Goobi workflows.
  4.  Assisting with hiring, training, and supervision of staff, especially students and non-exempt hourly/staff.
  5. Responding to reference and research requests, and serving on the service desk in the Department reading room. The Assistant University Archivist will provide time-sensitive reference and research assistance to University administrators and offices, and researchers. Desk service typically consists of two hours per week scheduled, plus other hours as required by special need.
  6. Assisting in public outreach, including through updating the Department website, blogposts, social media, and the creation of associated research guides and online exhibits.
  7. Serving as the Expert Partner (EP) for University Archives, supporting technology needs for the unit.

Collection Development and Community History (25%)

  1. Assisting in the appraisal and selection of archival materials for acquisition from historically marginalized campus community members.
  2. Overseeing the Archives’ collaboration with Stanford Historical Society’s Oral History Program for the Stanford Community History Toolkit Project, and other projects as assigned by the University Archivist.
  3. Promoting the collection and reuse of metadata sourced from historically marginalized campus communities, in collaboration with the Processing Archivist.

Minimum Requirements:

Education and Experience:

  • MLS from an ALA-accredited program or equivalent required; a concentration in archives preferred; a second master’s or other advanced degree is desirable.
  • Minimum of five (5) years’ experience processing and cataloging archival or manuscript collections required.

Knowledge, Skills and Abilities:

  • Knowledge of current library and archival descriptive and metadata standards (e.g. DACS, EAD, MODS) required.
  • Theoretical and practical knowledge of current cataloging procedures and principles as defined in RDA/AACR2 and LC authorities, required. Ability to learn rapidly and implement new cataloging procedures and principles adopted by the Department and Stanford Libraries, required.
  • Familiarity with collections management and tracking applications, such as Aeon, ArchivesSpace, Sirsi/Dynix, or Voyager, required.
  • Documented ability to work well with donors and potential donors of archival materials and collections to Stanford in addition to being a excellent partner with curators bringing archival holdings, required.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity, required.
  • High level of proficiency with computers and desktop applications, including Microsoft Office suite (especially Word and Excel), FileMaker Pro, Acrobat, MarcEdit, Oxygen, OpenRefine, and Google Apps, required.
  • Effective oral and written communication skills, as well as polished presentation skills required.
  • Excellent analytic and problem-solving skills required.
  • Demonstrated commitment to diversity, equity, and inclusion required.
  • Ability to work independently and as a team member in a rapidly changing environment on a variety of simultaneous workflows, required.
  • Commitment to professional development and service required.
  • Knowledge of current trends and issues in archival practices including preservation and use of electronic records highly preferred.
  • Familiarity and experience with web archiving applications, workflows, and uses of local as well as remote storage, retrieval, and access systems, preferred.
  • Acquaintance with Linked Data developments in metadata creation and use, preferred.
  • Experience creating and maintaining websites preferred.
  • Experience creating online exhibits of archival collections preferred.

Physical Requirements:

  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 40 pounds (and rarely, up to 50 pounds) using various assistive aids when working with collection materials.
  • Rarely twist/bend/stoop/squat, kneel/crawl.
  • Must be able to push/pull 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.
  • Must have a valid California driver's license and be able to drive a delivery van.

Work Standards:

  • This position includes a requirement of in-person work (post-COVID).
  • Interpersonal skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote culture of safety: Demonstrates a 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
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.

Read about Stanford Libraries values:

Additional Information

  • Schedule: Full-time
  • Job Code: 1782
  • Employee Status: Regular
  • Grade: H
  • Requisition ID: 87491