Job Posting: Archivist/Librarian, Hillwood Estate, Washington DC

Job Summary: Under the general direction of the Head of Archives & Special Collections, the Archivist/Librarian has primary responsibility for all aspects of the Hillwood archives, records management program, and some library services. Major responsibilities include: the maintaining and updating archives and records management policies (including record retention schedules and procedures), the processing of archival collections, the creation and maintenance of databases, finding aids, and other tools facilitating discovery of, and access to, the holdings of the archives and library, and providing outreach and public and internal reference services to a wide variety of users.

Key Job Elements: 

  • Develop and implement policies and procedures for users of the library, archives and records management program
  • Accession, appraise, process, describe, and preserve archival material, including electronic records, according to SAA and NARA standards and best practices
  • Oversee and maintain the archives (ArchivesSpace) and library (Koha) systems and other tools to create online finding aids and points of access to the archives and library
  • Implement Preservica in coordination with the Digital Assets Librarian
  • Manage Hillwood’s records management program
  • Maintain and update record retention schedules to institutional records that are in compliance with record keeping rules and regulations
  • Oversee the semi-annual transfer and destruction of institutional records
  • Manage day-to-day library activities of its book, periodicals and auction catalogue collections
  • Train and oversee library and archives volunteers and interns
  • Under the supervision of the Head of Archives and Special Collections apply proper preservation and conservation techniques to the collections
  • Provide outreach, reference, and research services to staff and external users, including image requests for publications, exhibitions, programming, publicity, etc.
  • Digitize library, archives, and art collection materials according to best practices
  • Upload and manage digitized images in Hillwood’s digital asset management system, Piction
  • Process and acknowledge library and archives gifts and interlibrary loan requests
  • Coordinate photo shoots to capture object and exhibition photography
  • Carry out other duties as assigned including assistance with special projects as needed
  • Organizational Relationships
  • Reports to Head of Archives and Special Collections
  • Cultivates and interacts with a diverse range of staff and visitors.



  • Master’s degree in Library Science from an ALA-accredited program, with a specialization in Archives and/or Records Management preferred.
  • Minimum 2-3 years related experience.
  • In-depth knowledge of archival and records management principles and practices as well as library services procedures.
  • Experience with resources and database searching in the field of art, art history, and bibliography.

Skills and Abilities

  • Process and describe archival collections and material.
  • Understand and apply the principles of records management and library science.
  • Must be able to work collegially and independently of intensive supervision and possess excellent customer service and human interaction skills.
  • Ability to develop, interpret and apply policies and procedures.
  • Access and employ job related computer software (i.e. Microsoft Office) at an effective proficiency level.
  • Reading and writing proficiency consistent with noted educational requirement.
  • Some foreign language skills (French or Russian) are desirable.
  • Experience with ArchivesSpace, Koha, Photoshop, Preservica, or Piction is a plus.

More information and application:

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