Manager, Archival Processing and Special Projects at New York Public Library

Metro; New York (NY); On-site; USD 90,000 - 120,000; Full time

Job summary

The New York Public Library seeks a Manager of Archival Processing and Special Projects to lead a team of archivists processing collections for the SCP department. You will oversee projects, coordinate with curatorial and digital teams, and ensure compliance with archival standards and metadata practices.

Responsibilities include supervising staff, developing processing workflows, and contributing to the remediation and digitization initiatives.

Qualifications

• ALA-accredited Master’s degree in Library and Information Science or archival training.
• 5+ years of experience in an archives or manuscripts repository with diverse collections.
• 3+ years of supervising staff and managing projects.
• Strong background in archival processing and theory across formats (analog, digital, audio, moving image).
• Experience with ArchivesSpace and descriptive systems (ArchivesSpace, FTK, OCLC Connexion, Sierra, RDA Toolkit, MARCEdit).

Responsibilities

• Supervise staff processing new acquisitions and backlog collections, aligning with national standards.
• Recruit, hire, and manage processing staff for special projects and grant-funded work.
• Develop and maintain documentation for archival processing, ArchivesSpace, and accessioning on AP’s public GitHub.
• Conduct training on archival processing and descriptive systems for archivists.
• Maintain archival metadata across descriptive systems and ensure alignment with standards.
• Perform database queries and produce reports to inform description remediation priorities.
• Represent NYPL in committees and professional organizations, staying current with standards.

Skills

ArchivesSpace

SQL

Python

DACS

EAD

MARC 21

RDA

DCRM

LCSH

LCNAF

AAT

TGM

Project management

Communication

Attention to detail

Education

ALA-accredited Master’s degree in Library and Information Science or archival training

Tools

ArchivesSpace

FTK

OCLC Connexion

Sierra

MARCEdit

GitHub

Trelo / JIRA / AirTable

Job description

Manager, Archival Processing and Special Projects

Overview
For more than 125 years, The New York Public Library (NYPL) has been an essential provider of books, information, ideas, and education. With collections numbering more than 56 million items and serving more than 16 million patrons in person each year and millions more online, NYPL’s reach is both local and global. Our mission is to inspire lifelong learning, advance knowledge, and strengthen our communities.

At our world-class research centers–including the Humanities and Social Sciences Research Library at the Stephen A. Schwarzman Building, the Library for the Performing Arts, and the Schomburg Center for Research in Black Culture–expert staff facilitate the work of our diverse communities, offering inspiring reading rooms, programs, exhibitions, fellowships, and a dynamic range of research services. Their work is supported by dedicated staff on the Collections and Research Services teams. We are proud to be the most public and widely used research library in the world.

The Special Collections Processing (SCP) department promotes access to the Library’s most distinctive collections by describing and preparing rare and unique materials for discovery and use. Archival Processing (AP) is the team within SCP that supports access to archival collections and their preservation by arranging and describing archives and manuscripts, creating finding aids for research use, managing the ArchivesSpace Staff Interface, accessioning new acquisitions, remediating legacy archival description, and managing archival metadata across systems. Each year AP arranges and describes over 1,500 linear feet, 6,000 audio and moving image recordings, and 3 terabytes of archival material. The Manager, Archival Processing and Special Projects oversees a team of archivists who process collections from across the Research Libraries.

Some expectations for this role are that within:

1 month , this person will:

• Understand the scope of work in AP and their unique role in contributing to the success of the department.
• Meet with teams across Collections and Research Services and determine the ways in which each collaborates with AP.

3 months , this person will:

• Visit each research center and meet key curatorial partners and other stakeholders.
• Meet with AP’s partners in Digital and participate in work to remediate and migrate legacy description in ArchivesSpace.
• Partner with the Senior Manager to create, assign, and manage processing projects.

6 months and beyond , this person will:

• Work with partners in Digital Collections Operations to support large-scale digitization projects.
• Assist in the management of AP’s Description Remediation Program.
• Support ArchivesSpace users, including troubleshooting, resolving technical issues, and facilitating training.

Responsibilities

• Supervise staff processing new acquisitions and backlog collections, ensuring alignment with national standards and curatorial processing priorities.
• Recruit, hire, and manage processing staff for special projects, managing deliverables and timelines for archival processing grant-funded projects
• Develop and help to maintain documentation for archival processing, ArchivesSpace, and accessioning on AP’s public GitHub documentation site.
• Conduct training on archival processing and descriptive systems for archivists across NYPL research divisions.
• Maintain archival metadata in all descriptive systems, including ArchivesSpace, Archives Portal, and the Research Catalog, ensuring descriptive content is aligned with national standards.
• Perform database queries and produce reports to inform description remediation priorities in support of data migration projects.
• Represent NYPL in committees, professional organizations, and conferences, keeping up-to-date with evolving standards and new developments in archives management
• Perform other related duties as assigned.

Required Education, Experience & Skills

Required Education & Certifications

ALA-accredited Master’s degree in Library and Information Science or a Master’s degree with successful completion of archival training

Required Experience

• 5+ years of experience in an archives or manuscripts repository working with collections of personal papers and organizational records for collections of varying size, complexity, format, and condition.
• 3+ years of experience supervising staff and managing projects.
• Strong background in archival processing and archival theory, including processing collections in all formats (analog, digital, and audio and moving image)
• Experience with efficient and extensible archival processing.
• Experience developing and conducting staff training in archival systems and standards.

Required Skills

• Demonstrated knowledge of current standards for archival description, cataloging, and archival metadata (DACS, EAD, MARC 21, RDA, DCRM, LCSH, LCNAF, AAT, TGM).
• Strong working knowledge of descriptive tools and systems (ArchivesSpace, FTK, OCLC Connexion, Sierra, RDA Toolkit, MARCEdit).
• Familiarity with scripting and querying languages such as SQL and Python.
• Experience managing and versioning documentation, particularly in GitHub.
• Experience with project management tools including Trello, AirTable, and JIRA.
• Excellent interpersonal and communication skills: ability to listen actively, speak, and write clearly.
• High degree of personal integrity, reliability, and commitment to quality service.
• Excellent organizational skills and attention to detail.

Managerial/Supervisory Responsibilities

• Conducting project management and staff trainings

Core Values
All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive
• Office setting

Physical Duties

• Assistance with the movement of collection materials and unpacking of supplies up to 40 lbs

Pre-PlacementPhysical Required?
No

Union/Non Union
Non-Union

FLSA Status
Exempt

Schedule

35 hours scheduled Monday- Friday, 9:00 am – 5:00 pm with flexibility to change; fully onsite

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public LibrarySalary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate’s specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).

About The New York Public Library

The New York Public Library is a free provider of education and information for the people of New York and beyond. With 92 locations—including research and branch libraries—throughout the Bronx, Manhattan, and Staten Island, the Library offers free materials, computer access, classes, exhibitions, programming and more to everyone from toddlers to scholars, and has seen record numbers of attendance and circulation in recent years. The New York Public Library serves more than 18 million patrons who come through its doors annually and millions more around the globe who use its resources at www.nypl.org.