Hohbach Archivist, Stanford Libraries

By April 26, 2022

Website Stanford University

Under the direction of the Assistant Director for Special Collections but working independently, the Associate Archivist is responsible for processing (arrangement and description) the physical and digital components of collections, with a focus/priority on those in the history of science & technology and Silicon Valley and would also be responsible for publication of finding aids and other outreach for these collections. The Archivist is responsible for maintaining awareness and engagement with the programs, staff, and goals of the Silicon Valley Archives (SAV) Program on the main campus.

The Associate Archivist is responsible for reviewing records and recommending processing plans as well as access and delivery based on legal agreements, privacy and preservation issues, and copyright law including the level of descriptive detail necessary to facilitate discovery and access. Our collections include a wide array of materials and formats including audio-visual and born-digital materials, posters, papers, and artifacts.

The Associate Archivist will work with cognizant curators, Conservation, and other SPEC staff in the preservation assessment and selection of materials for conservation treatment or digitization projects. They will be responsible for completing and publishing finding aids, blogs, and assisting with online exhibits. They will also work with the Digital Libraries Systems & Services Department on managing workflows for digitization projects and creation of all metadata for digitization. They may supervise and train hourly employees. They will be based primarily in our Redwood City complex.

They are expected to participate in department and division-wide meetings and processes as well as maintain regular contact with Silicon Valley Archives staff relating to processing priorities and pre-processing activities. Professional contributions beyond their primary responsibilities are required for advancement in the Librarian series. The successful candidate will show promise or evidence of such contribution.

Core Duties*

  • Responsible for processing and end-processing for medium- and large-size collections
  • Manage time in order to complete organization and description of assigned collections
  • Participates in the creation of intellectual access to these materials via the online catalog and finding aids
  • Excellent English language writing skills
  • Prepare any audio and video for reformatting/preservation and file JIRA with Stanford’s Media Preservation Lab under the guidance of the Lead Processing Archivist
  • Re-house slides/negatives/photographs and prepare folder-level description for use in any future digitization efforts
  • Apply basic preservation measures during the processing of the collection
  • Coordinate special re-housing efforts with Preservation/Conservation Department – or notify them with issues requiring treatment
  • Work independently and make judgments and recommendations about content appraisal, especially with consideration for future digitization efforts
  • May assist with appraisal or surveys of incoming materials and, possibly with creating/updating collection-level cataloging records, particularly for SVA collections
  • Coordinate with curatorial assistant for SVA program to track collection backlog and status
  • Perform end-processing tasks for collections they are working on; including barcoding containers and labeling boxes for SAL3 (Stanford’s remote shelving facility) and entering barcodes into SirsiDynix
  • Publish articles on project discoveries and updates on SUL blogs or twitter feed
  • Perform other duties as assigned
  • May manage staff or student staff


Education & Experience

Advanced Degree in Library Science or a relevant academic discipline with demonstrated understanding of academic libraries or a combination of education and relevant experience. MLS from an ALA-accredited program or equivalent required; a concentration in archives preferred; a second master’s or other advanced degree is desirable.

Knowledge, Skills and Abilities

  • Minimum of three (3) years’ experience processing and cataloging archival or manuscript collections required.
  • Some experience working with digital archival materials
  • Experience working with collections in the history of science, technology or medicine is desirable
  • Knowledge of current library and archival descriptive and metadata standards (e.g. Describing Archives: A Content Standard (DACS), Encoded Archival Description (EAD), Dublin Core, MODS) required.
  • Familiarity with collections management and tracking applications (e.g. Aeon, ArchivesSpace, Voyager) required.
  • Knowledge of relevant aspects of library operations including understanding of contemporary library practices, trends and emerging technologies.
  • Theoretical and practical knowledge of current cataloging procedures and principles as defined in AACR2, the MARC Bibliographic, Holdings, and Authorities formats, and LC subject headings and classification.
  • High level of proficiency with computers and desktop applications, including Microsoft Office suite, Acrobat, Trello, etc.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  • Ability to work independently and as a team member in a rapidly changing environment on a variety of simultaneous workflows.

Demonstrated understanding of the broad scope of library operations with ability to understand how their role interacts with the rest of the organization.

Physical Requirements*

  • Constantly sit, perform desk-based computer tasks.
  • Frequently twist/bend/stoop/squat, grasps 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.

* – 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 the job.

Working Conditions

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

Interpersonal Skills

  • Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote culture of safety: Demonstrates a 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/.

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