Job Posting: Reference Archivist, UCSB Art, Design & Architecture Museum, Santa Barbara, CA

Summary of Job Duties

Under supervision of the Curator, applies knowledge of best practices in special libraries and/or archives to answer reference requests from faculty, students, outside researchers, and the general public about the collections of a nationally known archive of architecture and design. Assists researchers in accessing and using the collections. Reference Archivist catalogs collection items to ensure access, following archival best practices and in-house procedures; manages the fulfillment of requests for photocopies and digital surrogates; manages in-house digitizing, and photography and digitization by vendors; supervises day-to-day work of students; assists Curator in training students in the reference and collection management work of the unit.

Minimum Requirements

  • Knowledge of cataloguing
  • Some background in architectural or art history or related humanities field
  • Experience handling original documents or art works
  • Ability to work cooperatively and collaboratively with scholars, students, curators, and the public
  • Ability to write clearly, be highly organized, and able to work efficiently under pressure
  • M.L.I.S. or equivalent knowledge and experience in a special collection, archive, historical society, or museum environment and experience with collection management systems

Desirable Requirements

  • Reference experience in a special collection or archive
  • Knowledge of best practices for the maintenance of original documents or art works
  • Knowledge of architectural history, especially that of Southern California
  • Experience with archival processing and cataloguing

Deadline to apply: July 6, 2016

Full post:

Job Posting: Archivist, National Gallery of Art, Washington, DC

This position is located in the Gallery Archives at the National Gallery of Art. The position is responsible for providing specialized reference services and in developing systems for preservation management of electronic images and objects. The incumbent is also responsible for providing records guidance, for appraising records, for identifying, preserving, and organizing historical records and advising on policies for archival management of digital images.


  • Implements policies for ingest, preservation and use of digital records and management of the Gallery’s digital archival repository based on best archival practice and published standards; prepares complex descriptions of Gallery records and interprets institutional history for various audiences via electronic and traditional systems.
  • Controls all records transfers to the Gallery Archives and provides technical aid and instruction.
  • Appraises records for permanent evidential or information values and manages acquisition activities.
  • Works with on-site researchers and coordinates responses to complex written reference inquiries.
  • Develops policies and procedures for organizing the most complex groups of archival documents; develops written documentation; and instructs other staff concerning correct procedures.
  • Maintains liaison with offices creating digital documents and images, performs all steps for receiving and preserving electronic documents, and recommends new systems and policies.


Candidates must meet the Qualification Standards Handbook requirements for the GS-1420-12. A qualified candidate’s online application and resume must demonstrate at least one year of specialized experience equivalent to the GS-11 in the Federal service. Specialized experience is: Experience as an archivist in a museum archives repository. Archival experience with electronic records and digital asset management.

A. Bachelor’s degree in archival science or bachelor’s degree with a major that includes 18 semester hours in archival science, history and/or in political science or government, and 12 semester hours in one or any combination of the following: archival science, history, American civilization, economics, political science, public administration, or government.


B. Experience as an archivist in a museum archives repository. Archival experience with electronic records and digital asset management.


Combination of education and experience – at least 30 semester hours that included courses as shown in A above, plus appropriate experience or additional education.

Evaluation of Experience

Professional experience must have been in archival science, or in a directly related field of work such as history that involved the collection, appraisal, analysis, or synthesis of information having historical or archival values. The following are illustrative of kinds of experience that may be accepted as meeting the professional experience requirements: (1) experience as an archivist in Federal, state, religious institution, business, or other archives, or in manuscript depositories, and (2) experience of an archival nature that involved research in archival science, or in a directly related field such as history, government, economics, political science, international relations, or international law.

Your application and resume must demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must show in your résumé how your past work experience demonstrates that you possess the KSAs identified below. If asked to do so, cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write “see resume” in your application!

Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates.

  • Demonstrated knowledge of archival principles and practice and professional experience in appraisal, arrangement and description, preservation, and reference service.
  • Experience working with records and archives in a museum setting.
  • Knowledge of information management technologies including databases and other digital tools; and experience with electronic records and digital records-keeping systems.
  • Understanding of digital archival assets, including format standards and issues and best practices for managing born digital and digital conversion of images and media, textual and graphic documents.
  • Experience with the organizing and disseminating information via technologies and analyzing institutional history. Demonstrated writing skills.

Desired Certification: Academy of Certified Archival Certification is desired.

“Experience” refers to paid and unpaid experience. Examples of qualifying unpaid experience may include: volunteer work done through National Service programs (such as Peace Corps and AmeriCorps); as well as work for other community-based philanthropic and social organizations. Volunteer work helps build critical competencies, knowledge, and skills; and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

This position has an education requirement. You are strongly encouraged to submit a copy of your transcripts (or a list of your courses including titles, credit hours completed and grades). Unofficial transcripts will be accepted in the application package. Official transcripts will be required from all selectees prior to receiving an official offer. Click here for information on Foreign Education.

Deadline to apply: July 1, 2016

Full post:


Job Opportunity: Archivist, National Gallery of Canada, Ottawa

Job Summary

Under the Chief, Library, Archives and Research Fellowships, the archivist will assist in the planning and implementation of the archival program of the Library and Archives. The Archivist will appraise, process, arrange, describe, and preserve the archival records of the National Gallery of Canada, with an emphasis on the Gallery’s institutional records, including electronic and audio-visual records. The Archivist will create and maintain databases, finding aids and other tools to facilitate the discovery of and access to the archival holdings of the Library and Archives, and provide reference service to Gallery staff and the public.

To appraise, arrange, describe, and preserve archival collections, with an emphasis on the Gallery’s institutional records (including electronic records, installation photography, printed documentation, audio-visual and digital records). To provide reference service for the Archives collections, including tours and orientation to the collections in this area. To provides knowledge of and access to the holdings of the Library and Archives by developing and maintaining a digitization program to make these holdings accessible to internal and external researchers through the Gallery’s website. To promotes the collections and services of the Library and Archives through outreach activities.


  • Master’s degree from an accredited program in archival, library or information studies and a degree in art history or fine arts
  • knowledge of Canadian art history
  • minimum of 2-3 years’ experience appraising, processing, arranging and describing archival records
  • knowledge of museum operations and organizational structure is desirable
  • in-depth knowledge of archives and library principles, practices, and techniques including: RAD (Rules for Archival Description), and all relevant access to information, privacy and copyright legislation
  • minimum of 2-3 years’ experience using Library or Archives information management systems (e.g. Millennium from Innovative Interfaces Inc.), database software (e.g. DBTextworks and FileMakepro) and spreadsheets (MS Excel)
  • ability to work in a web based environment and experience using HTML (Hyper Text Markup Language)
  • effective written and verbal communication skills
  • effective organizational and analytical skills, detailed oriented with the ability to organize and prioritize tasks to meet deadlines and manage multiple projects concurrently

Working Conditions

  • Frequent light lifting, bending and/or crouching
  • Exposure to dust
  • Physical stamina required to lift and move boxes and objects up to 20kg
  • Extended periods working at a computer

Condition of Employment

Must meet the bilingual requirement to be invited to the interview process. Reliability Status – this factor is not used at the pre-selection stage.

Additional Information

  • A variety of assessment tools will be used to assess candidates.
  • The Gallery is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.
  • The National Gallery of Canada is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.
  • Candidates are entitled to participate in the selection process in the official language of their choice.

Deadline: June 17, 2016

Full post:

Job Posting: Archivist, Curtis Institute of Music, Philadelphia, PA

About Curtis:

The Curtis Institute of Music (Philadelphia, PA) educates and trains exceptionally gifted young musicians for careers as performing artists on the highest professional level.

One of the world’s leading conservatories, Curtis is highly selective, with an enrollment of about 165. In this intimate environment, students receive personalized attention from a celebrated faculty. A busy schedule of performances is at the heart of Curtis’s distinctive “learn by doing” approach, which has produced an impressive number of notable artists since the school’s founding in Philadelphia in 1924.

Grounded in this rich heritage, Curtis is looking to the future in a flexible and forward-thinking way, evolving strategically to serve its time-honored mission.

The John de Lancie Library is located in the Milton L. Rock Resource Center at Curtis. The library holds more than eighty thousand music scores, books, and recordings for study and performance. In addition, the library collects and archives manuscripts, gifts of music, and memorabilia of Curtis and people associated with it. The Archives, a unit of the library, houses more than 150,000 documents and media related to the history of Curtis, its students and faculty, and related materials.

Essential Functions:

The position of Archivist is full time, reporting to the Director of Music Library Information Resources. The Archives is a rapidly developing area within the Library as we develop a digital repository for the preservation of print and audio-visual archival materials. The Archivist will be key in accessioning and organizing existing and new archival collections and in promoting our resources to internal and external researchers.

Responsibilities include:

  • Processing and preserving print-based materials such as recital and concert programs, Overtones, student records, and other Curtis ephemera
  • Generating electronic finding aids and indexes to Archives collections
  • Locating and assessing inactive Curtis records for historical value and acquiring new, relevant collections for the Archives
  • Promoting the archives to other universities, libraries, archivists, and scholars
  • Collaborating on internal library outreach projects, especially those related to Archives collections
  • Answering Archives and library-related reference questions
  • Developing archives web projects, including advising on the digital repository and digitizing existing finding aids
  • Collaborating with Overtones editorial staff on content related to the Archives
  • Creating physical and digital exhibits related to Curtis history
  • Training and supervising student assistant(s)
  • Performing additional library-related tasks such as circulation and reference and special projects as assigned


  • Master’s degree in archives or library science, ACA archival certification, or equivalent in experience and education
  • Bachelor’s degree, preferably in a music-related field and/or experience in the performing arts
  • At least two years’ experience with archival procedures and practices
    Experience with Microsoft software, including Word and Excel


  • Outstanding analytical, organizational, and time management skills with the ability to manage multiple projects simultaneously
  • Demonstrated experience in the arrangement and description of archival and manuscript collections
  • Interest and ability in developing and managing relationships with students, staff, faculty, and alumni in documenting the history of the school
  • Demonstrated proficiency and capability with information technology systems as they relate to archives (such as ArchivesSpace) and the willingness and ability to learn new software
  • Knowledge of metadata standards and schemas such as MODS and/or Dublin Core, some knowledge of cataloging (MARC, RDA and/or AARC2) and ability to describe archival records using the appropriate schema in the creation of finding aids (DACS and EAD)
  • Knowledge of copyright issues surrounding the acquisition of and access to archives and special collections
  • Evidence of active membership and involvement in professional or scholarly associations
  • Good interpersonal skills and the ability to thrive as a member of a two-person archives team
  • Curiosity for and willingness to learn new and emerging technology and adapt to rapidly changing environments
  • Ability to read music and demonstrated knowledge of classical music

Working Conditions/Physical Demands:

Routine for office environment. The employee will be required to perform the essential functions of the job and is included in a night and weekend coverage rotation.

To Apply:

For best consideration, interested and qualified applicants should electronically submit a cover letter, resume, three professional references, and salary requirements to: by June 15, 2016. Curtis offers a competitive salary commensurate with experience and an attractive benefits package. Hire is contingent upon the successful passing of PA Act 153 and criminal (ADP) background screenings. No phone calls, please. EOE.

Deadline: June 15, 2016

Full post:

Internship Opportunity: Archives Internship, The Estate of Friedel Dzubas, NYC

Description & Responsibilities:

In a prolific career that spanned nearly five decades, German-American artist Friedel Dzubas (1915-1994) created paintings that varied from Abstract Expressionist gestures in the 1950s to monumental, color field abstraction in the 1970s, 1980s, and early 1990s. The Friedel Dzubas Estate Archives is seeking a summer intern to assist with administrative duties, research, and basic archival processing tasks related to the publication of the first monograph on the artist as well as preparatory work for the projected catalogue raisonné.


  • Assist in completing an extensive inventory of the artist’s paintings, works on paper, and sculptures using the database Collector Systems
  • Request high-resolution images for the upcoming monograph and catalogue raisonné from museums, galleries, art advisories, auction houses, and private collectors
  • Use the estate’s archive and internal database to complete external research requests
  • Conduct research about the artist’s career at various archives and libraries across the city


We are seeking someone with a professional demeanor and exceptional administrative and communication skills. Candidates must be organized, flexible, and punctual, as well as have the ability to work independently in order to complete projects in a timely manner. Ideally, they should have an interest in modern and contemporary art and arts administration. Additionally, applicants must be currently enrolled in a four-year degree program or have graduated from a program. Familiarity with collections management systems, including File Maker Pro, ArtSystems, PastPefect, or The Museum System is a plus.

Schedule & Compensation:

This position is part-time and flexible. Candidates must be available to work 10am to 5:30pm either Saturdays or Sundays. Ideally, candidates will also be available the following four Wednesdays this summer:

  • Wednesday, June 22
  • Wednesday, June 29
  • Wednesday, July 6
  • Wednesday, August 3

Although this is an unpaid position, the intern will receive a membership to the Catalogue Raisonné Scholars Association.

Application Instructions / Contact Information:

After reviewing our website, please send your resume and cover letter (one page maximum) as separate attachments to Please use “Friedel Dzubas Internship” followed by your full name in the subject line.

Full post: