Archives Assistant - Flex

BWM Biltmore Workforce Management; Asheville (NC); On-site; USD 38,000 - 48,000; Full time

Job summary

The Archives Assistant position at Biltmore supports the Archivist by processing archival records, conducting research, and assisting with preservation, inventory, and scanning tasks. The role contributes to ongoing projects and keeps detailed records using the library and archive systems.

Candidates should have a four-year degree and at least one year of archival or library experience with strong organizational skills and proficiency in Microsoft Office.

Qualifications

• Four-year degree required.
• Preferred additional education, training, and/or certification related to information science and/or archival and library fields.
• Minimum one year of experience in an archive or library performing technical support services.

Responsibilities

• Process archival materials following established guidelines, including books, photographs, drawings, manuscripts, and oral histories.
• Create inventories and perform condition reporting for archival materials.
• Assist with rehousing and scanning archival materials.
• Assist with preservation efforts and initiatives in the Archives.
• Help create logistical plans and organize archival collection moves.

Skills

Organization

Time management

MS Office

Independence & teamwork

Cataloging standards

Education

Four-year degree

Information science/archival/library fields certification

Tools

Re:Discovery Proficio

Collection management software

Job description

Job Description The Archives Assistant processes archival records under the direction of the Archivist. The position will also support the Archivist with research, preservation, and inventory work in the Archives. Duties will also include condition reporting and rehousing archival collections.

Essential Job Duties

• 1. Follow established guidelines for processing archival materials, including books, photographs, drawings, manuscripts, and oral histories, using the database Re:Discovery Proficio.
• 2. Create inventories and perform condition reporting for archival materials.
• 3. Assist with rehousing and scanning archival materials.
• 4. Assist with preservation efforts and initiatives in the Archives.
• 5. Assist with creating logistical plans and organizing archival collection moves.
• 6. Support Archives staff as needed.

Independent Decision Making

• 1. This position will assist with rehousing the plans and maps collection. They will decide how to implement and complete the project.
• 2. This position will assist with condition reporting. They will evaluate the condition of the items and update the database record with a written description.
• 3. This position will be focused on preparing a large portion of the archives to be moved into a new storage location. They will work on several aspects of this project and will need to manage priorities, meet deadlines, and be flexible with workflow changes.

Qualifications

• 1. Four-year degree required. Additional education, training, and/or certification(s) related to information science and/or archival and library fields are preferred.
• 2. Minimum one (1) year of experience in an archive or library performing technical support services required. An equivalent combination of education/internships/work experience would be considered.
• 3. Prefer practical experience in archival processing, rehousing, condition reporting, and working with fragile historical items.
• 4. Familiarity with controlled vocabularies, current cataloging and metadata standards, and collection management software preferred.
• 5. Must have excellent organizational and time management skills; the ability to prioritize work and adapt as needed; and a keen attention to detail with a focus on quality.
• 6. Must be proficient with Microsoft applications, including Word, Excel, and Outlook; and have the ability to quickly learn and follow Biltmore systems, protocols, history, and processes.
• 7. Must be comfortable working independently and collaboratively within a strong team setting.

Physical Requirements

• 1. Ability to climb stairs, ladders, and scaffolding and to lift up to 35 pounds with proper assistance.
• 2. Will work primarily in an office environment in a climate-controlled space with cool temperatures and low relative humidity.
• 3. May be exposed to fumes, dust, dirt, pollen, chemicals, and/or other particulates; position requires the ability to wear personal protective equipment, including goggles, gloves, masks, and a respirator as necessary.
• 4. The incumbent will need to travel between locations on the estate and will be required to have or be able to obtain a valid North Carolina driver’s license.

Biltmore is interested in people who strive for excellence; who are committed to working together, supporting each other, and sharing a sense of stewardship to protect this special place. Our employees shape and enrich extraordinary experiences for guests, using judgment and skills based on our Vanderbilt-inspired legacy of hospitality. We invite you to join our dedicated team. Please note: If you are a current Biltmore employee, please sign into your Workday account & apply using the internal job board at www.biltmore.com/workday An offer of employment is conditional upon the result of a security background check, reference checks, and—for certain positions—a drug screen, a physical examination, credit report, and/or driving record report prior to the commencement of employment.