Position Title:
Processing Archivist
Position Type:
Regular
About the Role:
Under the direction of the University Archivist (Head of Special
Collections and University Archives) the Processing Archivist for
Special Collections and University Archives is responsible for the
accessioning, arrangement, description, preservation and
accessibility of the university's archival and manuscript
collections. This position supports both the University Archives
and Special Collections by managing physical and digital
collections, providing reference and instructional services,
contributing to digital initiatives, collaborating with campus
partners to preserve and promote the history of Northern Kentucky
University and the surrounding region. The Archivist also assists
in administering the University's Records and Information
Management (RIM) Program by supporting records transfers, records
stewardship, and outreach to university departments. In addition,
the position supervises student employees and fellows, providing
training, project oversight, and experiential learning
opportunities that support departmental initiatives. Working
closely with the Head of Special Collections & University
Archives, this position contributes to strategic initiatives that
expand access to collections, strengthen records stewardship,
support teaching and learning, enhance digital stewardship, and
increase campus and community engagement.
Job Responsibilities:
Collection Processing and Description
- Arrange and describe archival collections following archival
standards
- including DACS and other applicable descriptive practices
- Create, edit, and maintain collection records and finding aids
in
- ArchivesSpace.
- Process university records, manuscripts, photographs,
audiovisual materials, and born-digital collections.
Conduct preservation assessments and recommend appropriate
rehousing and conservation measures.
Manage accessioning workflows and documentation.
University Archives and Records Stewardship
- Coordinate the acquisition and transfer of university records
documenting
- the history and operations of Northern Kentucky
University.
- Maintain documentation related to university archival
collections and records
- transfers and destructions.
- Assist in implementing and supporting university records
management
- initiatives.
- Collaborate with university departments to identify records of
enduring
- historical value.
Digital Collections and Archives
- Assist with digitization initiatives and digital preservation
workflows.
- Contribute to digital exhibits and online access
initiatives
- Support quality control for digitized materials and associated
metadata
Student Employee Supervision
- Responsible for hiring, training, scheduling, supervising, and
evaluating 1-3 student employees supporting the work of Special
Collections &University Archives.
- Trains student employees in archival processing procedures and
standards, including arrangement and description, collection
handling, rehousing and preservation practices, inventory creation,
metadata entry, and the use of archival collection management
systems.
- Assigns and monitors student processing projects, provides
ongoing guidance and feedback, and reviews completed work to ensure
accuracy, consistency, and adherence to departmental standards and
professional archival practices.
- Provides students with opportunities to develop practical
experience in archival work while ensuring that assigned projects
support SCUA's processing, preservation, and access
priorities.
Outreach and Public Engagement
- Assist with exhibits, public programming, and outreach
initiatives highlighting SCUA collections.
- Collaborate with library colleagues on instructional workshops
and campus engagement activities.
- Promote awareness and use of archival collections through
presentations and events.
- Contribute content for library communications and digital
platforms.
- Assist with reference services for students, faculty, staff,
alumni, and external researchers, including helping researchers in
locating and interpreting archival resources.
Assessment
- Participate in maintaining statistics related to collections,
instruction, and reference services/public access.
- Contributes to departmental planning, projects, and initiatives
that support the mission and strategic priorities of SCUA and
Steely Library.
Other Duties as Assigned.
KNOWLEDGE, SKILLS & ABILITIES:
- Excellent analytical, research, and problem-solving skills,
with the ability to evaluate information, synthesize findings, and
apply sound professional judgment.
- Excellent written, verbal, interpersonal, and public speaking
skills, with the ability to provide instruction, deliver
presentations, and communicate effectively with diverse
audiences.
- Exceptional attention to detail and accuracy.
- Ability to exercise sound professional judgment when
appraising, processing, describing, preserving, and providing
access to archival materials.
- Strong organizational and project management skills, with the
ability to manage multiple projects, establish priorities, and meet
deadlines.
- Demonstrated ability to work independently while contributing
effectively as a collaborative member of a team.
- Knowledge of archival theory and practice, including archival
processing, arrangement, description, preservation, and
access.
- Knowledge of Records and Information Management (RIM)
principles, best practices, applicable legal requirements, and
Kentucky State Records Laws.
- Comprehensive knowledge of university organizational structure,
governance, and administrative functions, or the ability to quickly
develop such knowledge.
- Demonstrated knowledge of digital preservation theory,
standards, technologies, and best practices.
- Experience creating standards-compliant metadata for digital
repositories, archival collection management systems, or digital
asset management systems.
- Experience with archival collection management systems (e.g.,
ArchivesSpace), digital repositories, metadata standards, and data
import/export or migration processes.
- Ability to learn and effectively utilize archival, records
management, digitization, and digital collections
technologies.
- Strong commitment to access, stewardship, and inclusive
archival description.
- Ability to supervise, train, and mentor student employees,
fellows, interns, and volunteers.
- Ability to work collaboratively with faculty, staff, students,
donors, alumni, researchers, and community partners.
- Ability to balance stewardship responsibilities with providing
broad access to archival and special collections materials in
support of teaching, learning, research, and community
engagement.
- Commitment to providing excellent public service and fostering
a welcoming research environment.
EDUCATION AND EXPERIENCE:
Required Qualifications
- Master's degree in Library and Information Science (MUS),
Public History, Archival Studies, or a closely related field from
an accredited institution.
- Five (5) years of progressively responsible professional
experience in archives, special collections, records management, or
a related field. Equivalent combinations of education and
experience may be considered. A bachelor's degree in a related
field with a minimum of eight (8) years of progressively
responsible, directly applicable experience may be substituted for
the master's degree.
- Coursework in archives, archival administration, records
management, or a closely related discipline.
- Demonstrated knowledge of archival theory, principles, and best
practices, including records lifecycle management, appraisal,
accessioning, arrangement and description, preservation, and
access.
- Knowledge of records management principles, including records
lifecycle concepts, retention schedules, legal and regulatory
compliance, records appraisal, and information governance.
- Experience processing archival and manuscript collections using
current professional standards, including DACS, EAD, controlled
vocabularies, and archival collection management systems such as
ArchivesSpace.
- Demonstrated ability to organize, prioritize, and manage
multiple projects while maintaining a high level of accuracy and
attention to detail.
- Excellent written, verbal, and interpersonal communication
skills, with the ability to work collaboratively with faculty,
staff, students, donors, and community partners.
Preferred Qualifications
- Experience with digital preservation, born-digital records,
digitization workflows, and archival technologies, including
archival content management systems, digital asset management
systems, digital repositories, and discovery platforms such as
ArchivesSpace, Preservica, DSpace, Omeka, or similar systems.
- Experience working in an academic library, university archives,
special collections, or cultural heritage institution.
- Experience supervising, mentoring, or training student
employees, interns, graduate assistants, or volunteers.
Pay
Minimum $42,549 Annually
Posted Salary:
Minimum $42,549 Annually
Work Environment & Physical Demands:
