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 Posting: Museum Archivist, University of California at Berkeley Museum of Vertebrate Zoology


The Museum of Vertebrate Zoology (MVZ) is a national leader among natural history museums, housing one of the top six vertebrate collections in the US. The MVZ’s collections of birds, mammals, amphibians and reptiles are used in studies of conservation, ecology and evolution. MVZ houses an extensive archival collection of field notes, photos, maps, etc. actively used in research. Recent extramural funding includes grants from both the Council on Library Information and Resources and the IMLS to enhance and secure the MVZ Archives.

The Museum Archivist is a key position in the MVZ Archives and will supply expertise in archival preservation and management to the staff and faculty of the MVZ. The integration and curation of the Archives with the standing collection of the MVZ is essential for providing the historic and field context for the MVZ specimen collection and database; thus, the Archives is a fundamental component of MVZ’s uniquely valuable collection. Enhancing and maintaining the MVZ Archives will impact research worldwide as both academic and public access to the MVZ collections has steadily grown in recent years. A properly curated archive is essential for the leadership role MVZ has in the academic community and is a key to the ongoing success of its research mission.

The Museum Archivist will work with the archival staff managers and the MVZ Director to help catalog, create metadata and develop and follow best practices in physically securing documents including long-term storage and retrieval, special format materials, etc. The position will also participate in recruiting, training and supervising student archival interns or apprentices. This position will serve as a liaison to the UC Berkeley Bancroft Library, Online Archive of California, other Berkeley Natural History Museum archives (especially those of the UCMP and the UC and Jepson Herbaria), the San Jose State University School of Library and Information Science, and other digital archival projects (e.g., Biodiversity Heritage Library, California Academy of Sciences, U.S. National Museum).

Key responsibilities for the Archivist include the following:
• General archival administration such as cataloging images, correspondence, and field notes, including consulting with MVZ staff curators who manage archives and the MVZ Director.
• Establish protocols and implement best practices for metadata capture per Dublin Core and DarwinCore standards, and for physical housing of archival materials.
• Serve as project manager on archival improvement grants and other extramurally funded archival activities.
• Serve as liaison to UC and external archival resources, departments, and programs.
• Assist with training and supervising student archival interns or apprentices.
• Assist with external archival requests and inquiries.

UC Berkeley librarians participate in library-wide planning and governance and work effectively in a shared decision-making environment. Librarian advancement is partially based upon professional contributions beyond the primary assignment; the successful candidate will show evidence or promise of such contributions to the Library, campus, UC System, and profession.

Basic Qualifications (required at time of application):

• ALA-accredited MLS degree or equivalent degree.

Additional Qualifications (required by start date):
• Demonstrated knowledge of current archival description standards and preservation standards for archival materials, including born-digital materials; demonstrated experience applying EAD.
• Demonstrated experience in all aspects of archival functions, including appraisal, accessioning, and processing of archival functions.
• Ability to perform detailed-oriented tasks with irreplaceable material and data.
• Experience creating finding aids and using archival collections management systems.
• Experience developing and executing exhibits.
• Evidence of commitment to public service and the ability to work collaboratively with a diverse group of staff, faculty, administrators, and researchers.

Preferred qualifications:
• Experience working in an archival repository.
• Experience managing natural history museum archival collections, specifically field notes.
• Experience with project management in an archival setting, especially with extramurally funded projects.
• Experience supervising students in processing archival collections.
• Experience and knowledge of databases and content management systems.
• Knowledge of, or experience in digital archive preservation.
• Knowledge of vertebrate natural history and ecology, especially in California.

This is a 60% position with an anticipated start date of July 1, 2016. The position will be open until filled. The annual salary range will be $47,722 to $53,088 depending on experience. Benefits are included.

UC professional librarians are academic appointees and are represented by an exclusive bargaining agent, University Council-American Federation of Teachers (UC-AFT). This position is in the bargaining unit.

More information and application:

Job Posting: Temp Archivist-Digital Assets, Sterling Publishing, Sterling NY

Sterling Publishing Co., Inc., a wholly-owned subsidiary of Barnes & Noble, is seeking a Art Temp Archivist, Digital Assets. We are seeking a creative, innovative, and passionate individual who is looking to make an impact within the department as well as the organization. We require excellent interpersonal and communication skills with the ability to thrive in a fast-paced, deadline-driven environment.Sterling Publishing is looking for a publishing professional with experience managing a large catalog of digital assets.  The Archivist will be trained in the Sterling Archives environment but must be well-versed on working with digital files and software programs such as Adobe InDesign and Quark XPress.
Key Responsibilities:

  • Archive a large catalog of Sterling Publishing’s digital assets comprised of book interior, cover, jacket, eBook, and Kit files.
  • Collect, assess, and preserve information and file assets used for various publishing projects.
  • Ensures the accessibility and reliability of the archives as a central repository for all digital assets.
  • Follow protocols for the maintenance and retrieval of files and version control in keeping with the company’s long-term strategy for digital asset preservation.
  • Assist in creating PDFs from application files for Archives, Sales & Marketing, and other purposes.
  • Documents information pertaining to Printer files, eBooks, or the Archive file locations in Title Management (TMM).

Essential Skills:

  • Advanced proficiency in Adobe CC2015 and QuarkXpress.
  • Strong knowledge of Microsoft Office suite, Adobe Acrobat Pro and Distiller, the ability to manipulate files, and proficiency on MAC and PC platforms.
  • Must be highly organized, disciplined, and have the ability to prioritize workload.
  • Highly attentive to detail and maintaining structured data.
  • Excellent interpersonal and communication skills.
  • Experience with archiving and/or digital asset management in a print/publishing environment required.
  • Knowledge of book production processes and Title Management a plus.

More information and application:

Job Posting: Archivist, Fergus McCaffrey Inc (Gallery), NYC

Organization: Fergus McCaffrey Inc.

Location: New York, NY

Sector: Gallery

Position Level: Experienced (Non-Manager)

Education: 4-Year Degree

Position Type: Full Time Permanent

Application Deadline: 11/02/2015


Position Summary: Reporting to the Senior Director of Artists and Estates, the Archivist is responsible for maintaining an archive of information, publications and information related to the gallery’s artists and periods in which the gallery collects.

Responsibilities include:

  • Carrying out relevant research, provenance, exhibition histories, historical references and literature for works in inventory
  • Maintaining physical library of reference books, catalogues and other publications
  • Maintaining a comprehensive, up-to-date archive of digital, video and print images
  • Optimize digital image files
  • Updating artist archive with images from off-site exhibitions (gather images from institutions).
  • Provide content for the image, exhibition pages and artist profiles on the website
  • Maintaining and updating artist bios and curricula vitae
  • Responding to rights/reproduction requests for all image inquiries
  • Providing assistance in all aspects of publications including liaising with writers, photographers, printers, designers and production staff to track schedule and deadlines
  • Undertaking photo research
  • Obtaining rights to use photos or materials from other publications

Personal qualities:

  • Attention to detail and excellent organization skills;
  • Ability to prioritize work, multi-task and meet deadlines;
  • Excellent technical, communication and interpersonal skills;
  • Consistency and reliability;
  • A sense of teamwork in order to support staff members who work in various capacities.

Requirements: Previous experience as an Archivist in a high-end modern art gallery, museum or art publisher. Knowledge and experience of “best practices” of digital archive management. Excellent database, Excel and Word skills.

Application Instructions / Public Contact Information

Please email your resume and cover letter in PDF format to NO PHONE CALLS PLEASE

Original Posting:

Job Posting: Image Library Archivist, BOSS Group, Houston TX

The BOSS Group is seeking a Image Library Archivist for a temporary hire opportunity for an ongoing assignment in Houston, TX. If you fit this description below and are available, APPLY NOW! We can’t wait to talk to you!

Key Responsibilities:

  • Provide support issues related to metadata and corporate taxonomy, information retention, protection and intellectual property concerns
  • Skilled in the areas of library science, Dublin Core Metadata Initiative and research analysis
  • Ingest, catalogue, store and retrieve digital assets; understand protocols for downloading, renaming, backing up, rating, grouping, archiving, optimizing, maintaining and exporting files
  • Manage incoming requests for digital images submitted by business partners
  • Fulfill digital image requests by downloading existing assets, repurposing existing assets or identifying and recommending purchase of new assets
  • Ensure that all downloaded, repurposed or created assets match requirements (color space, size, resolution, format, etc.) from request prior to fulfilling
  • Scan and file signatures
  • Add metadata to digital files and file assets in appropriate server
  • Accurately maintain and update asset servers
  • Accurately maintain and update image database, following set procedures

YOU are: 

  • Someone with excellent communication and interpersonal skills
  • A creative problem solver
  • Detail-oriented and reliable
  • Able to meet deadlines and see projects to completion 
  • A team played and collaborator 
  • Someone that desires to try and adopt new learning mediums, always keeping up with best practices

YOU bring: 

  • Bachelor’s degree in Library/Information Science Management or related field required
  • Masters degree in Library/Information Science Management (preferred)
  • 7+ years experience in corporate or creative Digital Asset Management with multimedia assets
  • Proficient knowledge of photo production process, different types of still and video file formats
  • Experience in tracking and trafficking assets for the multimedia assets, allowing easy and timely access for the internal Digital Asset Management tool. Utilizing in-house programs and information to sort, name, and load images accordingly

More information and application:

Job Posting: Archivist/Records Manager, SFMoMA

The San Francisco Museum of Modern Art (SFMOMA) is seeking one full-time Archivist/Records Manager. The Archivist/Records Manager is responsible for organizing, and processing designated collections within the Archives collection, establishing physical and intellectual control, and creating detailed paper and electronic finding aids.  The Archivist/Records Manager, in collaboration with the Head of the Research Library and Archives, is also responsible for establishing, managing, and implementing a Records Management Program (RMP).  The Archivist/Records Manager reports to the Head of the Research Library and Archives.


  • Supervise archives and records management staff.  Coordinate volunteers and interns.  Hire and train new volunteers and staff.
  • Establish a RMP, paper and electronic; update the database and inventory from the institution wide inventory completed 3/2011.  Expand as necessary.
  • Oversee legal research for records retention (RRS) and disposition (RDS) schedules.
  • Write RRS and RDS, coordinate staff records management training, and implement the RMP.  Prepare RMP policies and procedures manual.
  • Assist in planning for the impending move of staff records and unprocessed institutional records currently in off-site storage locations.
  • Survey the archives collections, ongoing, in order to propose arrangement, including retention and disposal criteria. Physically reorganize the collections in accordance with the arrangement schema.
  • Re-folder, re-box, and re-house the collections.
  • Prepare finding aids in three formats: paper, MARC, and EAD.  Contribute finding aids to bibliographic utilities. 


Education and Training:  MLIS from an ALA-accredited program with course work in records management and archives administration or Masters in archival management with a CRM certificate desired.  Certified archivist and/or records manager preferred.  Comprehensive knowledge of current records management – paper and electronic and archival methods, procedures, tools, and techniques, including preservation trends and applications.

Work Experience:  Minimum of [3-5] years experience working with institutional records (paper and electronic) within a RMP, processing archives, and preparing finding aids.  Experience having established an RMP from the ground up preferred.  Minimum of [2 – 3] years of administrative experience in an art or museum archives setting.  

Skills and Abilities:  Familiarity with computer-based information resources, especially in the area of database creation for archives and RMP.  Experience working with MARC and EAD; working knowledge of XML; knowledge of current archival/RMP arrangement and description standards; knowledge of APPM, familiarity with DACS, AACR2r, and LC authority files.  Demonstrated knowledge of current models, standards, and guidelines for efficient records management, paper and electronic.  Ability to work as part of a team and collaborate with others as well as demonstrated ability to work independently.  Proven oral and written communication skills.  Demonstrated leadership skills including ability to promote archives/RMP issues and needs.  Ability to be flexible and responsive to an evolving work environment. 


 Physical Demands:  Ability to carry out physical maneuvers associated with RMP/archives work that may include lifting, carrying, pushing, pulling, kneeling, climbing, balancing, stooping, crouching, and reaching.  Ability to lift 40 lb. boxes and work within a dusty environment.


Please submit resume and cover letter to:


Internship Posting: Archivist/Librarian Internship at Dumbarton House

Dumbarton House, a Federal period historic house Museum in Georgetown, seeks an Archivist/Librarian Intern to work with the rare book and manuscript collection during the fall 2011.

Dumbarton House, headquarters of The National Society of The Colonial Dames of America, offers visitors an opportunity to enhance their appreciation of early American history. Dumbarton House strives to inform and educate the public, about life in Washington during the early days of the Republic (circa 1800) and about Federal Period decorative arts and architecture.

Dumbarton House’s collection of decorative and fine art consists primarily, but not exclusively, of objects dating from the Federal period of U.S. history (approximately 1790-1830). The Dumbarton House manuscript and book collection includes an original copy of the Articles of Confederation, as well as papers, journals, account books, ledgers and letters documenting nearly 300 years of Nourse family life. In addition to our permanent exhibition, we also offer a series of temporary exhibits that feature topics relevant to the museum. The Archivist/Library Intern works directly with and reports to the Museum Curator.

The fall 2011 intern will work closely with the rare book and manuscript collection, re-housing, conditioning, numbering, scanning, and assisting with accessioning the over 1000 pieces in the manuscript collection as well as the nearly 150 rare books.  

Working with the Museum Curator and the Collections Assistant, the intern will be responsible for ensuring that the manuscript and book collection is stored, handled, and cared for according to museum standards.  The Archivist/Library Intern will write a policy and procedures document outlining best practices in care, handling, and storage of the collection.  In addition, the intern will prioritize the conservation needs of this specific collection.   Finally, the intern will assist in moving this collection forward to become accessible online along with aiding in the process of making the museum’s research library of roughly 1,000 books accessible online.

The internship program is designed to provide practical, hands-on experience to students pursuing a graduate-level or PhD degree in Library Sciences, American History, Museum Studies, Material Culture Studies, or related field. Applicants with a recent degree, working toward a degree, and/or comparable work experience will be considered. Applicants must be able to work independently with minimal supervision, and be willing to assist with all aspects of working in a small, historic house museum.


  • Available 8-12 hours/week for a total of 150 hours over the course of the semester.


The Archivist/Librarian Intern will:

  • Propose, research, develop, and write procedures for the care of the rare book and manuscript collection
  • Scan and condition report manuscript collection
  • Re-house those pieces that are not currently housed properly
  • Assess conservation needs of collection and create a priority list
  • Catalogue, condition report, and accession Rare Book Collection
  • Create online catalogue of current research library for public access


  • Excellent organizational skills and attention to detail;
  • Excellent research and written and oral communication skills;
  • Familiarity with proper terminology in field and a particular interest in the Federal period a plus;
  • The ability to work both independently and as part of a team;
  • Experience with MS Office applications (Word and Excel), knowledge of databases and office equipment;
  • Experience with Past Perfect 4.0 and 5.0 a plus; and
  • Strength, dexterity, and mobility to perform all duties.

Academic credit may be arranged in cooperation with a sponsoring college or university. A stipend may be available.

To Apply

  • Send position-focused cover letter, resume or CV, and 2 professional/academic references to:Archivist/Librarian Intern c/o Education Director, 2715 Q Street, NW, Washington, DC, 20007-3071;;  FAX: 202-337-0348.
  • Qualified applicants will be contacted to schedule an interview. Please do not contact Dumbarton House to inquire about your application status.

For more information about the Museum and our programs, please visit