Special Projects Archivist

Job description

Special Projects Archivist🔍Hoover Institution, Stanford, California, United States📁Library📅Mar 30, 2021 Post Date📅88975 Requisition #Are you interested in being part of a dynamic team that is growing? The Hoover Institution at Stanford University is seeking enthusiastic and growth-focused candidates for the Special Projects Archivist position within the Library & Archives. Motivated, enthusiastic archivists with knowledge of twentieth century history are strongly encouraged to apply. The full-time Academic Staff (Career Track) position is located in the Description area.

A cover letter and resume are required for full consideration. Your one-page cover letter should briefly describe your background in academic libraries and provide examples of past projects and work completed.

About Stanford University’s Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs.

Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I. The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history. Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges.

With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity while securing and safeguarding peace for America and all humanity.


The Special Projects Archivist performs a variety of complex duties within the Description area. Working independently, as a team member, and as a supervisor, prepares incoming collections, primarily in English, in a variety of formats, in order to establish researcher access to collection material as part of the accessioning process. Working with a team of managers in the Description area, develops and maintains rights and access policies and processing guidelines. The Special Projects Archivist will be expected to develop particular expertise in the accessioning and processing of the papers of current and former Hoover Fellows.

Working as a part of a larger team of archivists and preservation specialists, supports the movement of material through processing workflows. As an expert and coordinator of a project team, the Special Projects Archivist will appraise, organize, arrange, describe, and provide access to collections and other related materials, while participating in other description, reference and outreach services for the Library & Archives.


  • Lead the arrangement, appraisal, and description of incoming and legacy collections according to professional standards and current archival procedures.
  • Devise and implement collection surveys, project plans, procedures and workflows, and engage in processing of all types of materials, including digital; collect and maintain statistics, reports, and other metrics.
  • Liaise with the collection donors or key stakeholders regarding collection provenance, disposition, project status, and priorities.
  • Communicate, independently, with a range of stakeholders about aligning potential acquisitions with the Hoover Library & Archives’ Collection Development policy.
  • Independently analyze problems and develop solutions, displaying a high degree of initiative, originality, and judgment in applying archival principles and procedures to complex and unique collections.
  • Conduct preservation assessments to determine appropriate preservation treatment and archival storage decisions.
  • Independently create descriptive metadata about new archival acquisitions using data management and cataloging software.
  • Conduct tours of the Library & Archives and presentations of collection material for Hoover and Stanford staff, potential donors, and a variety of visitors.
  • Work with the Curator for the North American Collection to promote the use of the collections, assist with conference and exhibition preparation, and participate in a variety of outreach events.
  • Participate in the development of a uniform description environment across Hoover Library and Archives.
  • May supervise, hire, and train archivists and archives assistants.
  • May participate in rights assessments and documentation for the Digital First Initiative.
  • May be asked to assist with reading room activities, providing orientations and instruction to researchers.

* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.


Education & Experience:

MLIS from an ALA-accredited library school or MA with an archival concentration, archival management certificate, or related subject specialty. Demonstrated understanding of academic libraries and a background in twentieth century history, politics or culture strongly preferred. A minimum of two years of experience with arranging and describing archival materials is required.

Knowledge, Skills, and Abilities:

  • Demonstrated knowledge of the principles of archival arrangement and description for manuscripts and archives in many formats including photographs, scrapbooks, posters, audio, film, 3D objects, and other materials.
  • Experience arranging and describing manuscript and/or large, complex archival collections using the MPLP, maximal or extensible processing method.
  • Demonstrated experience with basic preservation and conservation standards for archival and manuscript collections.
  • Experience using data management and cataloging systems, such as Smartsheet and ArchivesSpace, or the ability to learn.
  • Experience with, or the ability to learn, best practices for accessioning born digital material.
  • Demonstrated experience coordinating with and communicating effectively with collection donors and other stakeholders.
  • High level of proficiency using PC-based applications (Windows, word processing, spreadsheets) and other computer applications (email, Internet, cloud computing); ability to keep up to date with emerging technologies.
  • Familiarity with EAD and other machine actionable metadata languages, familiarity with the principles of linked data, and ability to map between different metadata standards preferred.
  • Demonstrated ability to organize and prioritize work, with strong project management skills, and the ability to use considerable judgment and initiative.
  • Demonstrated ability to work independently and collaboratively in a fast-paced environment with the flexibility to adjust to changes and reprioritizations.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  • Flexibility to be organized, productive and effective in a dynamic environment, involved with a variety of simultaneous projects and workflows.
  • Excellent oral and written communication skills in English.
  • Ability to rapidly learn and implement new archival description procedures and principles adopted by the Hoover Library & Archives.
  • Excellent written, verbal, analytical, organizational and interpersonal skills required.
  • Successful applicant may be asked to apply for a US national security clearance.

Certifications and Licenses:

  • None


  • Constantly sit, perform desk-based computer tasks.
  • Frequently twist/bend/stoop/squat, grasp lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).
  • Rarely use a telephone, operate hand controls.
  • Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds. Ability to lift 40 pound boxes or bundles.

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings and weekends.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients as well as with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.

The Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

Additional Information
  • Schedule: Full-time
  • Job Code: 1782
  • Employee Status: Regular
  • Grade: H
  • Department URL: http://www.hoover.org
  • Requisition ID: 88975




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Job No:
Posted: 4/1/2021
Application Due: 4/15/2021
Work Type: Full Time