Graduate Archives Assistant (Student Assistant Specialist)

The New School; Chicago (IL); On-site; USD 23,000 - 32,000; Part time

Job summary

The New School Archives and Special Collections is seeking Archives Assistants to support routine administrative tasks and basic processing of archival materials. Open to matriculated graduate students only, this on-campus role starts Fall 2026 with possible extension through 2026-2027 and a schedule of about 10–15 hours per week from Monday to Friday, 9 am–5 pm.

Under archivist supervision, you will assist with data entry, fielding inquiries, and preparing for research appointments.

Qualifications

• Matriculated graduate student with consistent summer schedule.
• Prior office experience and professional conduct.
• Superior English written and oral communication skills.
• Aptitude for following precise instructions and completing detail-oriented work.
• Research skills and the ability to summarize findings in writing.

Responsibilities

• Setting up for and assisting researchers during visits to the Archives Research Room.
• Locating, retrieving, and re-shelving materials.
• Entering file-level inventories into archival management systems and Word/Excel.
• Conducting basic research to assist archivists in identifying materials.
• Writing summaries and abstracts of biographical/historical information.

Skills

Office experience

Attention to detail

Research skills

Summarize findings

Independent work

Customer service

Education

Matriculated graduate student

Tools

Microsoft Word

Excel

Google Suite

Job description

The New School Archives and Special Collections is hiring Archives Assistants to help with routine administrative tasks. Archives Assistants are graduate students who work under the supervision of the archivists to prepare for research appointments, assist with data entry, and complete basic tasks related to the processing and care of archival materials.

Open to matriculated graduate students only, this is an on-campus position starting in Fall 2026, with possible extension through the 2026-2027 academic year. Students, with the approval of the supervisor, will establish a schedule of approximately 10-15 hours a week, between Monday and Friday, 9 am to 5 pm. Once established, the student must maintain a consistent schedule and commit to the position for the entire summer, preferably with the intention of remaining in the position throughout the 2026-2027 academic year. Preference will be given to students in the early stages of their academic program.

RESPONSIBILITIES

• Setting up for and assisting researchers during visits to the Archives Research Room.
• Locating, retrieving, and re-shelving materials.
• Entering file-level inventories into archival management systems and computer applications such as Microsoft Word or Excel.
• Conducting basic research to assist archivists in identifying and describing archival materials.
• Writing summaries of research findings and abstracts of biographical and historical information.
• Answering phone calls.
• Organizing and replenishing supplies to support daily operations.
• Other tasks to assist the archivists, as assigned.

MINIMUM QUALIFICATIONS

• Matriculated graduate student, with ability to maintain consistent schedule for the summer.
• Prior office experience.
• Demonstrated professionalism and strong work ethic.
• Superior English written and oral communication skills.
• Aptitude for following precise written and oral instructions and to complete detail-oriented work with precision.
• Research skills and ability to summarize findings in writing with precision.
• Ability to work independently, with minimal supervision.
• Ability to evaluate and correct one’s own work, when needed.
• Provide welcoming, friendly customer service to wide range of visitors internal and external to the university.
• Physical ability and willingness to lift and carry boxes weighing up to 50 lbs.

PREFERRED QUALIFICATIONS

• Customer service experience.
• Early career graduate student.
• Interest in 20th century American history.
• Interest in the history of The New School and its departments/programs.
• Familiarity with Google Suite (Calendar, Gmail, Docs, Sheets, etc.) and Microsoft Office.

HOURLY RATE: $20/hour

WORK MODE: On-Campus Position - Employees in this position are expected to work on-campus during regularly scheduled work hours due to the nature of the work being that which is not feasible, or not in the best interest of the organization, to be performed remotely.

Applications for the fall semester are due by September 30. The department will review applications on a rolling basis.

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, creed, religion or belief, national or ethnic origin, citizenship status, marital or domestic partnership status, sexual orientation, sex, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. The New School recognizes and values the benefits of a diverse workforce.

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, creed, religion or belief, national or ethnic origin, citizenship status, marital or domestic partnership status, sexual orientation, sex, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. The New School recognizes and values the benefits of a diverse workforce.

Since our founding in 1919, The New School has redrawn and redefined the boundaries of intellectual and creative thought as a preeminent academic center. At our university, students have the academic freedom to shape their unique, individual paths for a complex and rapidly changing world. As a New School employee, you will be a part of the university’s mission to prepare and inspire students to bring about positive change in the world.

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