Job Opening Title: Lead Archivist Consultant
Employer Name: International House
Job Location: New York, NY
Application Deadline: 7/31/2019 or until position is filled
Years of experience required: 2
Job Description (if URL to posting not available). Please include instructions for how to apply.: Job Description
International House seeks a Lead Archivist consultant. The consultant will establish and implement a robust, enduring archives program, including systems and processes, within International House. In the first year of this position, the consultant will have an extraordinary opportunity to initiate a vital institutional program that manages thousands of unique and irreplaceable archival records, raises the profile of the collections, and ensures ongoing preservation of the House’s legacy.
This position will oversee a team of 1-2 International House Resident Archive Fellows and may oversee an Assistant Archivist. The Lead Archivist will liaise with senior staff and other stakeholders to implement year one of a two-year work program.
The position is currently slated to begin on or about July 1, 2019, lasting through about June 30, 2020. If the institution secures adequate project funding, the institution may propose extending its contract with the Lead Archivist through June 30, 2021. No offer for this position will be made before June 19, 2019.
Primary responsibilities will include leading the work of assembling and processing historical documents within International House and collaborating effectively with staff and with external stakeholders to develop functional archives for broad use and reference. These documents currently reside in storage areas and throughout departments; they have been inventoried at the box level (for additional information, see “Background” section below). The Lead Archivist will pioneer the work of developing an archive from these documents, balancing between high-level project vision and hands-on archives document assessment responsibilities. Because this is a new position, some responsibilities may evolve.
Adhering to year one of a two-year project plan, the Lead Archivist will observe the following functions:
Materials Review/ Assessment/ Prioritization
• Prioritize processing of core collection based on survey findings and guidance from International House staff
• Create and maintain collection(s), finding aid(s), and archives’ database.
• Ingest digitized files into the Digital Asset Management system in accordance with archival standards
• Oversee disposition of duplicate materials and inactive records not needed in the archive and/or for story-telling, administrative, legal, or other purposes
• Select a Collections Management System and Digital Asset Management System, liaising with relevant staff to implement
• Supervise day-to-day archive operations
• Advise project leadership on archive-related operational, administrative, personnel and budgetary matters
• Develop archives operations policies and procedures
• Prepare quarterly progress reports
• Liaise with project leadership on budget expenditures
• Schedule, assign tasks, and prioritize workloads.
• Provide input on budget for second year of program
Management & Support
• May oversee a full or part-time Archives Assistant
• Oversee 1-2 resident Archive Technicians (International House resident fellowships), each working approximately 10 hours per week.
• Provide input to the real estate project leadership team on permanent housing for the archives within International House
Strategy, Process & Reporting
• Obtain cost estimates for digitization of select audio-visual materials
• Develop and initiate a strategic digitization plan
• Prove preliminary revision to the records retention policy regarding archival materials
• Provide occasional support for social media and related archive publicity efforts
• Provide a preliminary archive collections policy
• Provide preliminary identification of collection development opportunities
• Provide preliminary development of forms and work plans
• Contribute to any modifications of the project’s mission, vision, and values statements
• Provide preliminary identification of outreach initiatives, programs and events that will benefit from involvement of the archives and provide archival assets to support these activities
• Provide preliminary identification of collection development opportunities and project funders, as well as early-stage input how the archives may support the institution’s 2024 centennial.
• Monitor environment and assess the condition of archival facilities and report pest-control and maintenance needs.
• Answer occasional reference queries to support the work of International House staff
Principal Functions of the Job
• 35% Materials Review/Assessment/Prioritization
• 25% Technology/Operations
• 20% Management and Support
• 10% Strategy, Process & Reporting
• 10% Additional Functions
Education and Experience Requirements
• 5+ years of experience in professional-level archives work
• M.A. or M.L.I.S. in Archives, Library Science, or related field with formal training in archives management and preservation or commensurate experience. Degree should be from ALA-accredited institution of higher education.
• Supervisory experience.
• Demonstrated experience with databases, content management systems, digital asset management systems, film/video elements, and digital formats.
• Experience in applying metadata standards
• Experience in budget management
• Demonstrated experience in collections development.
• Familiarity with best practices in archival facilities planning.
• Preferred: professional involvement with the greater education archives and archivists community.
Ability, Skills and Knowledge Requirements
• Demonstrated interpersonal skills with the ability to function independently and in groups; to build and maintain relationships with partners and organization staff; to provide exceptional service to a diverse clientele.
• Knowledge of standard and emerging archival and information science technologies and best practices
• Ability to maintain confidentiality in all professional matters.
• Ability to work independently, as well as part of a team.
The effort to create its first formal archive program is part of broader efforts centered on International House’s 2024 centennial, a building expansion project, and an increased effort to better understand its history. In 2017, the House adopted its first-ever document retention plan. In 2018, International House initiated its first-ever audit of its archives and a re-assessment of archive exhibition spaces. It engaged a consulting firm to develop a project budget and two-year work plan, to provide preliminary archives review at the box level, and to oversee stabilization of its archives. It initiated disposition of select items and its board passed a resolution supporting the project. In conjunction with staff, trustees, and alumni, it passed vision, mission and values statements for the archives. International House’s records will remain on-site for the foreseeable future.
The Lead Archivist will be provided with a dedicated work space that is outfitted with relevant office and support equipment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment: normal
Travel: occasional travel may be required.
How to Apply
Please submit a cover letter, resume, and list of three (3) professional references via email to firstname.lastname@example.org with “Lead Archivist Consultant” in the subject line. The application deadline is July 31, 2019 (or until the position is filled).
International House provides equal opportunity employment (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, International House complies with applicable state and local laws governing nondiscrimination in employment. International House expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability or veteran status.