Archives Assistant Job Description

Archives Assistant Job Description

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Archives assistant provides personalized classroom instruction to students on the care and handling of rare books and archival materials, using finding aids, the institutional context of archival and special collections materials, and the relationship between the collections and the repository.

Archives Assistant Duties & Responsibilities

To write an effective archives assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included archives assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Knowledge of 20th Century art
Creating purchase orders, matching incoming invoices with purchase orders, checking invoices for accuracy, and creating electronic payment requests
Updating various charts, databases and contact lists
Tracking and shipping delivery elements
Receiving and filing various show-related delivery documents – both hard copy and electronic
Creating expense reports
Maintaining schedules/calendars organizing video-conferences and meetings
Continual updating of departmental SharePoint site
Respond to reference queries, both in person and remotely
Supervise researchers on-site

Archives Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Archives Assistant

Typically a job would require a certain level of education.

Employers hiring for the archives assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and High School Degree in Library, Management, Communication, Computer, Writing, Education, Information Science, History, Library Science, Graduate

Skills for Archives Assistant

Desired skills for archives assistant include:

Archive processes
Excel
Outlook
Digital imaging and digital preservation standards
Procedures involved with the safe handling of collections
Microsoft Office – Word
20th Century art
Archaeology
Archival theory and practice

Desired experience for archives assistant includes:

Scan and/or photograph materials as necessary
Maintain and update systems for tracking materials as they enter the Archives
Assist with cataloging of photo assets in collections management database
Field copyright permission requests for images of Mitchell’s work
Maintain and regularly update exhibition and bibliographical lists
In collaboration with the Archivist, produce educational materials about Mitchell and her work

Archives Assistant Examples

1

Archives Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of archives assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for archives assistant
  • Survey existing storage conditions and re-house archival materials when necessary
  • Assist with planning and research related to exhibitions, as appropriate
  • Purchase materials and supplies as needed
  • Working knowledge of professional standards and best practices for archives
  • Experience in the physical handling of delicate materials
  • At least three years’ experience in a professional setting
  • A thorough and detail-oriented approach to all tasks
  • Discretion, tact, pleasant demeanor and professional work style
  • Help the Director of Archives keep track of projects, budgets, and status reports
  • Help schedule the Director’s calendar, travel, and reimbursements
Qualifications for archives assistant
  • Schedule meetings, including invites, rooms, and teleconferencing support
  • Support the Managers’ travel and reimbursements, on request
  • Match incoming invoices with purchase orders, check invoices for accuracy, and create electronic check requests
  • Organize and migrate record keeping of department files as needed
  • Field phone calls and provide communication on behalf of the Director of Archives
  • Experience with SharePoint, Concur, and Finesse a plus
2

Archives Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for an archives assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for archives assistant
  • Opens and/or closes and secures the A&SC Gallery, Reading Room, staff suite and vault as needed
  • May collect data on services, collections, use, and facilities for department assessments
  • May staff the A&SC Reference Desk or work on department projects
  • Provides reference services, including research and access assistance, monitors the reading room and trains users on proper handling of materials, and manages photo-duplication services and patron requests
  • Surveys and organizes collections and provides both intellectual and physical control, including finding aids in EAD format, and performs all processing activities according to professional standards for treatment of special and archival materials
  • Oversees the photo-duplication workflow and document delivery operations of the department
  • Works closely with the Public Services team to support the planning, promotion, materials requests, and set-up of instruction sessions and other events
  • Supports the management and maintenance of the on-site collections, books stacks, departmental files, and collects and reports on departmental statistics monthly, quarterly, and annually
  • Provides direction and oversight of all aspects of Special Collections and Archives, including strategic planning, development and management of services, and supervision and mentoring of Special Collections and Archives personnel
  • Works with appropriate library and University units on matters of policies, procedures, and priorities for acquisition and curation of the physical and digital collections
Qualifications for archives assistant
  • Must be a self-starter and able to be productive without supervision
  • Working knowledge of a studio archive is desired, but not required
  • Bachelor’s Degree with a major in art history or related field
  • Experience working in a museum, art gallery, antiques dealer or auction house
  • 5+ years administrative experience supporting a team and/or senior level executives in a fast paced environment
  • Exceptional interpersonal skills, business writing skills and verbal communication skills, deadline driven and organizational skills
3

Archives Assistant Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of archives assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for archives assistant
  • Oversees development and operation of the Libraries digitization lab
  • Promotes awareness and use of collections within the University, state, and region in support of original scholarship and research
  • Participates in the Libraries’ outreach to university, community, and other audiences, including donor development, fundraising, and grant writing
  • Actively serves on library and University committees, in professional organizations or associations, and with local, regional or national organizations that promote preservation and access to archival materials
  • Contributes to the success of the Special Collections and Archives unit and MSU Libraries by performing all other duties as assigned
  • The faculty responsibilities of research, publication, and service are expected for continuing appointment
  • Scheduling oral history interviews
  • Creating lists of potential interviewees and uploading files to the Oral History Box
  • Assisting with recruitment and events
  • Transcription organizations, programming board, and SGA
Qualifications for archives assistant
  • Must be detail-oriented with strong organizational and interpersonal skills
  • Knowledge and understanding of relevant processes and information systems and databases
  • Ability to consistently, accurately, comprehensively perform additional tasks during each phase of the units work
  • Ability to advance innovative "local" approaches to improve IM services
  • A detailed understanding of cataloguing rules and their application
  • High degree of motivation, initiative and reliability
4

Archives Assistant Job Description

Job Description Example
Our innovative and growing company is hiring for an archives assistant. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for archives assistant
  • Refining policies and procedures and developing processing plans leading to the classification, arrangement, and description of complex/hybrid (i.e., mixed print, digital, and audiovisual) collections
  • Using specialized subject knowledge and research skills to develop and encode descriptive metadata for complex textual, photographic, A/V, and born-digital materials
  • Mentoring, training, and coordinating the work of staff, students, and others involved in the arrangement, description, and digitization of RBML’s manuscript collections
  • Advising RBML and Library faculty and staff on issues relating to arrangement and description of manuscripts, literary history, archival metadata, or digitization of rare archival materials
  • Analyzing emerging technologies and recommending their potential application, to significantly improve information resource discovery and retrieval
  • Planning and overseeing projects to convert print finding aids to digital format
  • Identifying materials requiring preservation or conservation treatment and collaborating with preservation/conservation staff in the development of recommendations
  • Collaborating in departmental and library-wide technology planning and implementation activities, such as digitization and access projects
  • Preparing or assisting with grant applications to enhance access and preservation of collections
  • We encourage feedback from our customers
Qualifications for archives assistant
  • Ability to read and summarize complex materials clearly in English
  • Good understanding and knowledge of company's operation, in particular the project cycle, and the specifics of records management systems in the institution
  • To carry out detailed cataloguing of the material, following in-house cataloguing guidelines and under the direction of the Archivist
  • Whilst preserving the current order of the material as far as possible
  • Work closely with, and under the direction of, the Archivists currently working on the collection
  • To undertake other duties appropriate to the level of the position
5

Archives Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an archives assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for archives assistant
  • We are solution-focused
  • We listen to staff at all levels
  • Provision of archiving services to the R&D Health and Hygiene and other functions as specified in the Archiving Policy SOP
  • Archiving of R&D data packages as specified in the relevant SOP
  • Answering Archive enquiries
  • Administration of the R&D archive records database to ensure accurate records and indices, with other finding aids to archives
  • Scan materials and photographs on demand for patrons
  • Use Photoshop to edit images
  • Assist with reference service when needed
  • Process archival collections
Qualifications for archives assistant
  • Manual lifting and handling of material
  • Experience of working under pressure to tight deadlines
  • Experience of using archive cataloguing software such as CALM or AdLib
  • Experience of carrying out basic conservation/ preservation tasks
  • Excellent proven organisational skills with flexible approach to a wide range of duties
  • Demonstrated experience using library automation and/or archival collections management software

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