Haverford College seeks to hire a full time (37.5 hours per week), exempt, benefit eligible College Archivist/Records Manager. The College Archivist/Records Manager provides strategic direction for the Archives and Records Management program at Haverford College. The position will implement collection development, reference, and outreach activities. The position requires proven leadership and vision in archival policies, preservation, acquisition, research, engagement, and exhibition in support of the College’s mission. The incumbent has primary responsibility for the appraisal, accession, description, and preservation of College records of enduring historical value, as well as supporting and promoting their use by campus constituents, including students, faculty, staff, administrative units, alumni, and researchers. The incumbent will have the opportunity to extend and expand the current archives program as Quaker & Special Collections moves into new space in the renovated Lutnick library.
The individual in this position is responsible for the ongoing development, implementation, and management of a comprehensive, campus-wide, records management program according to best practices. The incumbent will manage and participate in a process that develops and implements a records management policy, retention schedules, a manual, staff training, audit compliance, and workflows. Records will be preserved as part of the archives (as above) or disposed of following best practices.
The Archivist/Records Manager reports to the Curator of Rare Books & Manuscripts/Head of Quaker & Special Collections and acts as the Libraries’ liaison with campus departments, including IITS, the Business Office, and Human Resources, regarding records management. Quaker & Special Collections is a dynamic, collaborative team that supports the teaching and research needs of the College and its communities through an attention to best practices and creative new ideas. A commitment to Diversity, Equity and Inclusion is essential for the incumbent.
Essential Functions & Primary Responsibilities:
Fosters and works in an inclusive community of students, faculty, and staff; mentors, trains, and supervises student colleagues.
Brings a holistic awareness of the College community to their work in order to support the Libraries' programs and the College's academic and institutional success.
Develops, manages, and implements short- and long-term plans for the Archives’ work and activities. Manages workflow and staff.
Appraises records and manages the acquisition, accessioning, and de-accessioning of archival materials.
Describes, preserves, and makes accessible College records of enduring historical value; creates EAD and DACS-compliant finding aids, subject guides, web exhibits, and other means of discovery for material in College Archives in accord with accepted archival standards.
Formulates written policies and restrictions for the accessing of records; oversees access to the Archives’ collections and information, in accordance with access policies; evaluates archival practices; and develops improved policies, procedures, and workflows.
Participates in public service functions of Quaker & Special Collections and the Libraries; provides reference and research services for patrons in the Reading Room and virtually.
Collects and processes the personal papers of alumni and faculty of some significance.
Collaborates with Digital Scholarship, Collection Management and Metadata Services units, as well as Tri-College counterparts, to develop and implement protocols for archiving and servicing digital records of the College.
Promotes curricular and co-curricular use of College Archives by all constituents of the College.
Fully develops and integrates records management practices so that active records are properly maintained and accessed, inactive records are handled in a manner that complies with appropriate local, state, and federal laws and administrative needs, and archival records are identified and retained.
Implements an inventory, appraisal, retention, and disposition program for active and inactive College records, ensuring appropriate levels of access for College offices.
Meets with departments to assess current record handling procedures, completes extensive records inventories, creates formal records retention and disposition schedules, identifies and preserves archival records, and educates the College staff about proper records management.
Consults with campus departments on records-related issues, including filing, retention, security, digital records, and imaging projects.
Manages the identification, preservation, and administration of records at all levels and in any form (paper, analog, digital, electronic, video, sound, and photographic) across the College.
Acts as the Libraries’ representative on College committees addressing records issues.
Provides training and outreach to College staff and, specifically, to individuals serving as “records liaisons” in campus departments and offices.
Implements basic records preservation and reformatting measures, including digitization and/or rehousing.
Participates in regular reviews of existing College records schedules; assists with the identification of out-of-date and inaccurate schedules; and reviews and signs records disposition authorizations.
Assists in the creation and maintenance of records inventories.
Assists in the identification of essential operating records.
Coordinates transfers of inactive records to the approved records storage facilities and ensures transfer of permanent/archival records to the College Archives.
Stays informed regarding Records and Information Management best practices and relevant federal, state, and local laws and regulations pertaining to records management, and participates in policy development and review of programmatic changes to ensure compliance with records management and retention laws and regulations.
Collaborates with IITS, Human Resources, the VP for Finance and Administration, and other relevant offices to ensure complementary records and coordinated information management efforts across campus.
Assists with general ethics and compliance functions, including marketing efforts, training, investigations, and monitoring.
Line of Report:
Reports to the Curator of Rare Books & Manuscripts/Head of Quaker & Special Collections.
Education, Training, & Experience:
Master's degree in library or information science, records management, archives, public history, history, and/or relevant work experience of at least three to five years is required.
Experience and Skills:
Minimum of three years of professional experience in archival practices and management of multiple collections of varied type. Demonstrated ability to manage a variety of projects and tasks in a complex and dynamic environment, and to work effectively with all levels of the College community. Strong analytical, communication, and writing skills are essential.
Knowledge of descriptive cataloging principles, metadata standards, and EAD (Encoded Archival Description); experience working with archival database applications such as ArchivesSpace; knowledge of digitization and digital asset management technologies and standards.
Understanding of and engage with the theory and practice of collection development, digital asset management, preservation and conservation, and processing and cataloging. Possess a clear understanding of archival and records management protocols and procedures, as well as a clear awareness of current relevant best practices and professional standards. Should have strong experience in the full range of competencies required of a professional within the Special Collections area of specialization. (See ACRL competencies http://www.ala.org/acrl/standards/comp4specollect; SAA standards; and ARMA standards).
Demonstrated knowledge of the creation and use of digital objects, including understanding of issues related to both digitized and born-digital formats; experience with digitization projects for printed, photographic, and audiovisual materials; evidence of understanding of a variety of technologies related to digital asset management; and the capacity to quickly process and integrate new technical information and developments.
Familiarity with privacy and copyright issues as these relate to archives and records management.
Ability to work both independently and collaboratively; ability to organize large amounts of information and write clear instructions for its retrieval and use; ability to complete projects within a limited time frame.
Possesses a substantial record of accomplishment in archival policies and practices, including collection management, preservation, research, access, reproduction, imaging, rights, loans, exhibition display, and event planning.
Demonstrable, skills-based achievement in administrative responsibilities, including the ability to supervise an archive’s daily operations; hire, train, schedule, and appraise the work of archive personnel and student employees.
Professional experience with collection management and record keeping via online services and technologies.
Professional experience with reference services and research practices in an archival setting for both the student and professional researcher.
Ability to juggle multiple, often competing, priorities, manage time efficiently, and achieve goals.
Excellent oral and written communication skills and the ability to work collegially are essential.
Demonstrated interest in continued professional growth.
Knowledge of digital records issues and preservation techniques highly preferred.
Physical Demands and Environmental Conditions Required of this Position
Lifting (to exert strength to move objects from one place to another):
Sedentary Lifting: (0-10 pounds) Up to three hours
Light Lifting (10-20 pounds): Up to three hours
Moderate Lifting (20-50 pounds): up to three hours
Heavy Lifting (50 to 100 pounds): up to three hours
Pulling (to exert force upon an abject to move or change its direction: Up to three hours
Pushing (to draw an object toward oneself to move or change its direction): Up to three hours
Carrying (to hold objects while moving entire body): Up to three hours
Reaching or working above shoulder (to extend arms upward or outward away from body): Up to three hours
Walking (to move entire body in erect position): Up to three hours
Standing (to maintain body in erect posture in stationary position): Up to three hours
Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Three to six hours
Crouching/Stooping (to bend upper body forward while fully flexing knees): Up to three hours
Kneeling (to maintain upper body in erect position while resting knees on ground): Up to three hours
Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Up to three hours
Twisting (to rotate upper body while feet remain stationary): three to six hours
Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Up to three hours
Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Up to three hours
Haverford College has a longstanding commitment to diversity rooted in values of inclusion and social justice, a commitment reflected in the academic program, lived experience, and composition of the College community. Haverford welcomes applications from candidates who share these values and who will contribute to the College’s educational mission.
Haverford College is an Affirmative Action and Equal Opportunity Employer.
About Haverford College
Haverford College is a leading liberal arts undergraduate college located outside Philadelphia that is known for its academic rigor, Honor Code, and beautiful arboretum campus.