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:

Job Posting: Image Cataloger, American Museum of Natural History, NYC

The Museum Library’s is seeking a Image Cataloger to catalog image records and input descriptive metadata for historic hall images in its Digital Special Collections Omeka database. Additionally, the Cataloger will create modular components for EAD finding aids for exhibition hall records and supervise interns on the project. The position is for 15 to 20 hours per week, for a period of up to 18 months to begin in March 2016. Digital Special Collections may be viewed by visiting:

Required Qualifications
  • An MLS or MLIS degree with library experience including digital imaging or digital libraries, and image cataloging.
  • Experience with Omeka open source software.
  • Familiarity with descriptive metadata.
  • Interest in historic photographs and archival collections.
  • Interest and/or familiarity with the history of the AMNH.
  • Familiarity with authority work.
  • Strong research and writing skills.
  • Good interpersonal and supervisory skills, responsible, reliable, detail-oriented.
  • Ability to work flexibly and independently.
  • A commitment to the project through the duration of the funding. Ability to work up to 20 hours per week, including Fridays.

More information and application:

Job Posting: Digital Archival Consultant, Museum of Contemporary Art of Georgia, Atlanta

The Digital Archival Consultant will be hired for a contract period of 6 months to assess the archival collections and to create a Work Plan for Digitization for MOCA GA.  This project will include gap analysis, creation of test case products for metadata, finding aids, digitized objects, prioritization for digitization of the historical archives, some assessment of intellectual control and online permissions, and training of MOCA GA staff to carry out the Work Plan.

Specific outcomes will include:

  • Provide clear understanding of licensing and permissions for web-based digital archives.
  • Create clear, binding documents for intellectual control; reassess protocols for archive donations and permissions for scholars using the archives online.
  • Conduct gap analysis and environmental scan for the MOCA GA Historical Archives.
  • Analyze strengths, weaknesses, opportunities, and threats before the project is implemented.
  • Recommend guidelines to create digital finding aids for archival materials that can be published on the MOCA GA Website and create test case products as models for MOCA GA staff.
  • Recommend guidelines for prioritizing material to be digitized (to properly assess and preserve the objects).
  • Identify the demand for this archival information—audience identification, potential partnerships with scholars, universities, etc.
  • Provide clear understanding of best practices for archival digitization.
  • Establish protocol for the creation of metadata for digitized files and test case examples.
  • Work in tandem with the Digital Library of Georgia to properly store this information for data harvesting.
  • Create a full, scheduled Work Plan for Digitization of the MOCA GA archives.
  • Training of staff and interns on proper digitization methods.

Skills, Knowledge and Abilities:

  • Excellent organizational skills with attention to detail and accuracy
  • Ability to supervise and train staff and volunteers
  • Excellent writing, verbal and interpersonal skills
  • Ability to prioritize and work with minimum supervision
  • Experience with Project Management
  • Experience writing procedures and policies.
  • Familiarity with archival descriptive structure standards such as Dublin Core, MARC
  • Knowledge of descriptive content standards and best practices, particularly DACS.
  • Familiarity with archival technical standards and controlled vocabularies
  • Thorough knowledge of digitization best practices and standards
  • Knowledge of ANSI/NISO Technical Metadata for Still Images
  • Knowledge of digital audio/visual recording wrappers and codecs

Education and Experience:

  • Master’s degree in Library and Information Science from an ALA-accredited program required
  • 3 years of applicable work experience
  • Specialization in digitization strongly preferred
  • Undergraduate degree or knowledge of art or art history preferred
  • Museum experience desirable
  • Experience with PastPerfect or an equivalent collection’s management system is desirable

More information and application:

Job Posting: Digital Asset Librarian, Philadelphia Museum of Art, PA

Digital Asset Librarian

The Philadelphia Museum of Art is currently seeking a Digital Asset Librarian. Working under the general direction of the Arcadia Director of the Library and Archives, the Digital Asset Librarian will develop, implement, and sustain an institution-wide digital asset management system (DAMS), in close collaboration with the Information and Interpretive Technology (IIT) department. This position is responsible for all workflows associated with the DAMS from metadata standards, system maintenance, training and outreach initiatives, to supporting internal and public awareness, understanding, and use of the Museum’s digital media assets.

Job responsibilities include, but are not limited to, working with both individuals and departments to research, recommend, implement, develop and sustain a DAMS. The Digital Asset Librarian will collaborate with key stakeholders to codify and implement digital media asset metadata standards and workflows. In close partnership with IIT, he/she will select a system and plan system customizations, upgrades, integrations, testing, and maintenance; provide day-to-day and long-range administrative and strategic oversight of the DAMS. He/she will play a key role in vendor communications and management; lead user training and assist users with all aspects of the system; develop and maintain systems and product documentation and user workflows and policies.

Qualified applicants will have: a Master’s degree in Library Science or equivalent degree, with strong digital content, metadata, systems, and/or comparable focus; demonstrated experience in implementing an institution-wide DAMS, managing metadata, born-digital and digitized media assets; a general understanding of network operating systems, SQL and Web tools and applications, e.g., API, PHP; demonstrated experience with user support and services, collections management systems, web technologies; excellent interpersonal skills, with a focus on rapport-building, listening and questioning skills, and a demonstrated ability to interact well with both technical and non-technical colleagues, system vendors and general users; excellent organizational, follow-through and communication skills, including training, writing procedures and documentation; proven ability to multi-task, adhere to project timelines, work under pressure, and quickly make difficult decisions; proven ability and commitment to working independently, yet collaboratively and pan-institutionally.

To apply, please submit a cover letter and resume with your application.

Job Posting: Library Technician (Art & History), Smithsonian Institution Libraries, Washington DC

Job Title:  Library Technician (Art & History)
Agency:  Smithsonian Institution

Job Announcement Number:  16R-SB-301389-DEU-SIL

SALARY RANGE: $39,311.00 to $51,102.00 / Per Year
OPEN PERIOD: Friday, February 5, 2016 to Friday, February 19, 2016
SERIES & GRADE: GS-1411-06
POSITION INFORMATION: Full-Time, Permanent – Federal
DUTY LOCATIONS: FEW vacancies – Washington DC, DC   View Map
WHO MAY APPLY: This position is open to all U.S. Citizens or U.S. Nationals. Note: Federal employees with permanent status or individuals eligible for special appointing authorities may also apply to Job Announcement #16R-SB-301389-MPA-SIL
SECURITY CLEARANCE: Public Trust – Background Investigation


About the Agency

This position is located within the Research Services, Circulation and Interlibrary Loan branch of the Smithsonian Libraries (SIL). The employee provides basic reference and bibliographic services for Smithsonian Institution curatorial and administrative staff and visiting researchers using art-specific databases and reference materials.


  • Pass Pre-employment Background Investigation
  • May need to complete a Probationary Period
  • Maintain a Bank Account for Direct Deposit/Electronic Transfer
  • Males born after 12/31/59 must be registered with Selective Service.


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  • Assists in the day-to-day management of the collections; shelves and or supervises shelving of materials; maintains microform files; applies working knowledge of collections by giving input toward collection development.
  • Prepares serials and monographs for binding, ensuring that appropriate pieces are available and included, and that materials are properly labeled.
  • Provides basic reference and bibliographic services for Smithsonian Institution curatorial and administrative staff and visiting researchers.


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Experience: You qualify for this position if you possess one year of specialized experience equivalent to at least the GS-05 level in the Federal Service or comparable pay band system. For this position Specialized experience is defined as; providing reference assistance in a research environment, searching bibliographic databases in the field of art and art history, providing interlibrary loan services, circulation duties, and collection development in a library or a museum complex setting.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). 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.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

Qualification requirements must be met within 30 days of the job announcement closing date.


Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:

  • Knowledge of standard library operating procedures, policies and rules, and library collection.
  • Knowledge of Art and Art History
  • Knowledge of online information systems and ability to perform author, title and, when system allows, simple subject searches on DIALOG, OCLC, and Worldcat.
  • Knowledge of standard bibliographic and reference tools and techniques.

More information and application:

Internship Opportunity: Library Intern, Nelson-Atkins Museum of Art, Kansas City, MO

Library Intern 2016 – Artist Files Initiative
This unpaid internship opportunity is open to students enrolled in an undergraduate or graduate program wishing to experience working in an art library through this summer internship.
Project Goal
Work with staff liaisons to continue work organizing a collection of artist file materials in preparation for cataloging, integrating this collection into the Spencer Art Reference Library, so that these unique resources will be accessible to researchers.
The Artists’ File Initiative is a library project documenting the careers of visual artists contributing to Kansas City’s creative community.
The artists’ files are an important resource used by scholars, artists, artwork owners and anyone interested in learning more about the thriving arts community in this region.  Each unique file is co-curated with an art librarian and may include a variety of information ranging from gallery announcements, artist statements, exhibitions reviews and resumes. In addition to these artist files that library also has a large number of materials donated as sets for the Artist File Initiative.  They will need to be physically processed, repackaged, labeled and filed.
Primary Staff Partners
Tracey Boswell, Catalog/Reference Librarian, Spencer Art Reference Library
Amelia Nelson, Public Services Librarian, Spencer Art Reference Library
Preferred Schedule
Summer 2016
Monday – Friday
10 am – 4 pm
  • Successful intern will be interested in learning about art libraries and their role supporting scholarship in the museum and in the community
  • Enjoy detailed work
  • Although reviewing materials in this collection may be repetitive, each item requires special consideration. The ideal intern will enjoy precise work that requires both personal judgment and close collaboration with library staff.
  • Intern will need to be able to work within an Excel spreadsheet
  • Basic computer skills necessary
  • Seek guidance as necessary
Physical Requirements
  • Sit for extended periods of time
  • Hand/eye coordination
  • Lift books and push book carts
  • Walk to and from shelving, computers and printer in library’s processing area

More information and application:

Job Posting: Temporary Librarian, The Costume Institute, Metropolitan Museum of Art

POSITION TITLE: Temporary Librarian
DEPARTMENT: The Costume Institute and Watson Library
REPORTS TO: Associate Chief Librarian, Watson Library
EMPLOYEE CLASSIFICATION: Part time, 4 days a week / 28 hours total per week
EFFECTIVE DATES: February 1, 2016-September 15, 2016

The Temporary Librarian will perform a variety of public and technical services functions in the Irene Lewisohn Costume Reference Library for six months while the librarian is on maternity leave. Working in close coordination with Watson staff, this position will provide public service for the Costume Institute Library’s varied clientele including department staff and visiting researchers, mediating access to the collection. Other tasks include selecting new materials, prepare periodicals for binding, assist with the processing backlogs of un-cataloged material and digitization projects.

● Maintains collection, including paging, re-shelving, and shifting material when necessary
● Manages appointments of outside researchers and the retrieval of library material for them
● Respond to reference questions via email
● Assists researchers with locating materials, access to files, scanning, and related services
● Ensures the accurate and efficient circulation of library material
● Assists with ongoing digitization projects (i.e., scanning fashion sketches and ephemera)
● Assists with the ordering new books or exhibition-related materials, and keeping track of periodicals subscriptions
● Receives incoming periodicals
● Prepares bindery shipments
● Sends out publication exchange program catalogs
● Assists with ongoing archive and backlog projects
● Performs database maintenance in Millennium when needed
● Other related duties

Experience and Skills:
● Library experience required
● Excellent, flexible, and responsive customer service experience required
● Excellent and professional interpersonal skills required, in order to maintain collaborative relationships with Costume Institute staff and staff throughout the Museum
● Experience handling multiple complex tasks, managing deadlines, and successfully coordinating or producing time-sensitive materials required
● Ability to do detailed work accurately and to work effectively as part of a team required
● Ability to communicate effectively both orally and in writing required
● Ability to lift 40 pounds and climb tall ladders
● Experience using an integrated library automation system required; Millennium preferred
● Experience working with archival material
● Digitization project experience

Knowledge and Education:
● Master’s degree in Library Science required
● Knowledge of PCs and Windows and ability to work in a networked environment required
● Knowledge of one or more library standards, e.g., MARC21, RDA, Archivist’s Toolkit required
● Strong knowledge in historical and contemporary costume and fashion

Review of applications will begin immediately and continue until the position is filled. Applicants should submit a cover letter indicating how they satisfy the requirements above, a resume, and the names of three references to the following e-mail address: with “Temporary Librarian, The Costume Institute” in the subject line.

More information:

Job Posting: Project Archivist, George Eastman Museum, Rochester, NY

Department:   Richard and Ronay Menschel Library
Reports To: Virginia Dodier, Associate Librarian
Status:   Full-time, two-year grant-funded position
Start Date:   April, 2016
Posting Dates:  January 7 – February 29, 2016


Under the supervision of the Associate Librarian, the Project Archivist will process archives collections and create finding aids using ArchivesSpace. The Project Archivist will supervise two graduate-level archives assistants as well as students who pursue Individual Service Opportunities through the museum’s advanced education program in Photographic Preservation and Collections Management. The Project Archivist will draft essential documents to establish best practices for the Library, including an ArchivesSpace user guide and style guide for all museum finding aids, among others. Click here for more information on the Institute of Museum and Library Services grant that funds this position.


  • Assess space usage in Special Collections Vault and make recommendations regarding reorganization.
  • In collaboration with the Associate Librarian, establish access policies.
  • Prepare folder-level inventories for manuscript and personal collections.
  • Assess the condition of materials and re-housing items or groups of items where needed.
  • Research biographical information about the manuscripts’ creators.
  • Write descriptive finding aids according to current archival standards.
  • Create finding aids using ArchivesSpace software.
  • Present written or verbal reports at museum-wide and department meetings.

Minimum Qualifications:

  • ALA-accredited master’s degree in Library Science (MLS) or Library and Information Studies (MLIS), with a certificate in Archival Studies.
  • Three years’ experience arranging and describing archival materials preferred.
  • Experience working with institutional or organizational records preferred.
  • Experience working with EAD and the Archivists’ Toolkit and/or ArchivesSpace.
  • Familiarity with research and special collections, closed-stacks research libraries.
  • Position will require standing, walking, sitting, lifting/carrying (25+ lbs.), speaking and seeing.

Application Materials:

Please submit your resume with cover letter for consideration to

George Eastman Museum is an Equal Opportunity Employer

More information:

Job Posting: Technical Services Librarian and Archivist, Amon Carter Museum of American Art, Ft Worth, TX

On a full-time basis the Technical Services Librarian and Archivist manages the technical operations of the library and archives and coordinates these functions within the context of other museum research systems and services. Chief duties include traditional cataloging of library print and digital materials, creation and management of digital collections, and planning and management of digital systems that store and/or provide access to the library’s and archives’ research assets.


· Perform original and copy cataloging of print and digital resources according to national standards; create and maintain documentation of cataloging procedures.
· Maintain controlled vocabularies and contribute original authority records through the Art NACO program.
· Work with Digital Engagement staff to formulate and apply policies, procedures, and best practices for the production, management, description, access, and preservation of library and archives digital content, including metadata, technical workflows, and quality control components; assist with coordinating library and archives digital assets with other museum digital collections.
· Manage metadata assets across library and archives print and digital collections; harmonize metadata application with other museum research resources.
· Manage the library’s resource sharing program (interlibrary loan).
· Serve as the representative to the Cultural District Library Consortium in technical matters related to systems hosted at a nearby university.
· Work with Digital Engagement, IT, and Publications staff to facilitate the sharing and discovery of the library’s and archives’ print and digital collections through the museum’s website and other distribution and discovery platforms.
· Assist with specifying and managing digital library software.
· Assist archivist with administering and providing access to institutional digital records; work with archivist to develop sound preservation policies and procedures for insuring the longevity of digital institutional records.
· Assist archivist with managing the digitization of special collection material.
· Assist with the preservation of library and archives collections.
· Assist with gathering and reporting library statistics, including collecting system-generated statistics and providing management and statistical reports on systems operations.
· Manage the physical processing of library materials, including spine label and jacket application.
· Manage periodical electronic check in and binding program.
· Manage library sales program.
· Manage and maintain library and archives storage systems, including inventory control.
· Assist with the development and maintenance of library and archives specialized databases, such as those related to ephemera, microform, acquisitions, and gift collection.
· Assist library and archives patrons by performing reference work; serve at the reading room reference desk.
· Maintain confidentiality of museum information; other duties as assigned

Supervisory Responsibilities

Supervision is provided over volunteers, interns, and practicum students, when applicable.

Skills and Requirements

· Proficiency with and experience applying cataloging standards: chiefly RDA, but also AACR2 and pre-AACR codes; familiarity with RDA authority record creation; facility using MARC.
· Strong technology skills, including familiarity with OCLC Connexion, integrated library system software (Ex Libris Aleph preferred), digital library systems, database systems, digital repository software, cloud-based systems, and digitization/imaging technologies.
· Familiarity with web application principles and associated technologies.
· Knowledge of metadata schemas related to digital library and archival material.
· Knowledge of digital archival and records management principles, practices, and systems.
· Knowledge of preservation standards and methodologies for both print and digital resources.
· Excellent communication skills and ability to communicate effectively to both technical and non-technical users.
· Familiarity with standard archival practices.
· Demonstrated project management experience.
· Experience creating and manipulating library metadata, and knowledge of tools and procedures for data transformation and migration.
· Ability to lift and move boxes up to 40 pounds; ability to climb ladders.

Key Characteristics/Traits

· Compulsory ability to work accurately and efficiently; must be detailed oriented; adept analytical thinker and problem solver.
· Ability to work efficiently on concurrent projects.
· Ability to work harmoniously with staff across multiple museum departments.
· Commitment to following emerging trends in digital technologies as they apply to library and archives research collections, including the evaluation and application of current and emerging metadata standards.
· Demonstrated commitment to public service and willingness to provide reference service to the public.
· Interest in American art, photography, and U.S. history.


· MLS or MIS from an ALA-accredited library school, preferably with an emphasis on digital library and archival/special collections.
· Minimum two years working in digital library environment, traditional library technical services environment, or archives environment.

To apply, email cover letter, resume, and 3 references should be submitted to or to Human Resources, 3501 Camp Bowie Blvd, Fort Worth, Texas 76107.
EEOC. (No walk-ins). The Carter Museum campus is smoke-free.

More information:

Job Posting: Library Tech, Archives of American Art, Smithsonian, DC

Library Tech IS‐5 (promotion potential to IS‐6) Archives of American Art Smithsonian Institution

Description: The position is located at the Archives of American Art, Smithsonian Institution, Washington, D.C.  The incumbent staffs the Archives’ reception desk and assists with the administration of the Archives’ two research rooms including greeting and assisting researchers and maintaining equipment. The incumbent also fulfills interlibrary loan requests for microfilm and oral history transcripts from the Archives’ collections. As needed, the incumbent performs a variety of administrative duties associated with the management of the office of the Director and Deputy Director including, but not limited to, screening of phone and in‐person visitors, file management, mail fulfillment, and document preparation.  Office and/or customer service experience is helpful. College degree required. Starting salary $35,265 (IS‐5); promotion potential to IS‐6. This is not a Federal position.

The Archives of American Art is the nation’s largest repository of documentation of the visual arts and culture in the United States.  AAA’s mission is to collect, preserve, and make available for study records, original papers, photographs, diaries, sketchbooks, and oral history interviews.  On the subject of art in America, AAA is the largest archives in the world holding more than 20 million documents.  The Archives is headquartered in Washington, D.C. with a regional center in New York City.

Please send cover letter and resume to AAA’s Head of Reference Services:  Marisa Bourgoin at by January 27, 2016.

To learn more about the Archives of American Art, visit its website at The Smithsonian Institution is an equal opportunity employer.