Processing Archivist

Northern Kentucky University; Cold Spring (KY); On-site; USD 38,000 - 47,000; Full time

Job summary

Northern Kentucky University is seeking a Processing Archivist to manage accessioning, arrangement, description, preservation, and access for university archives and special collections. The role supports digital initiatives, public engagement, and records management, supervising 1-3 student employees and collaborating with campus partners.

Responsibilities include processing of diverse materials, contributing to instructional services, and participating in outreach and digital projects to

Qualifications

• Master's degree in Library and Information Science or closely related field.
• Five years of progressively responsible professional experience in archives or related field.
• Coursework in archives, archival administration, records management or related discipline.
• Demonstrated knowledge of archival theory, including accessioning, arrangement, description, preservation, and access.
• Experience with ArchivesSpace or similar archives management systems.

Responsibilities

• Process and describe archival collections following standards (DACS, EAD).
• Coordinate acquisition, transfer, and destruction of university records.
• Support digitization initiatives and digital preservation workflows.
• Supervise student employees and provide training and oversight.
• Assist with exhibits, public programming, and outreach to promote collections.
• Maintain statistics on collections, instruction, and reference services.

Skills

Analytical skills

Research skills

Public speaking

Attention to detail

Project management

Team collaboration

Instructional skills

Communication

Education

Master's degree in LIS

5 years professional experience

Archives coursework

Tools

ArchivesSpace

Preservica

Job description

Position Title:

Processing Archivist

Position Type:

Regular

About the Role:

Under the direction of the University Archivist (Head of SpecialCollections and University Archives) the Processing Archivist forSpecial Collections and University Archives is responsible for theaccessioning, arrangement, description, preservation andaccessibility of the university's archival and manuscriptcollections. This position supports both the University Archivesand Special Collections by managing physical and digitalcollections, providing reference and instructional services,contributing to digital initiatives, collaborating with campuspartners to preserve and promote the history of Northern KentuckyUniversity and the surrounding region. The Archivist also assistsin administering the University's Records and InformationManagement (RIM) Program by supporting records transfers, recordsstewardship, and outreach to university departments. In addition,the position supervises student employees and fellows, providingtraining, project oversight, and experiential learningopportunities that support departmental initiatives. Workingclosely with the Head of Special Collections & UniversityArchives, this position contributes to strategic initiatives thatexpand access to collections, strengthen records stewardship,support teaching and learning, enhance digital stewardship, andincrease campus and community engagement.

Job Responsibilities:

Collection Processing and Description

• Arrange and describe archival collections following archivalstandards
• including DACS and other applicable descriptive practices
• Create, edit, and maintain collection records and finding aidsin
• ArchivesSpace.
• Process university records, manuscripts, photographs,audiovisual materials, and born-digital collections.
• Conduct preservation assessments and recommend appropriaterehousing and conservation measures.
• Manage accessioning workflows and documentation.

University Archives and Records Stewardship

• Coordinate the acquisition and transfer of university recordsdocumenting
• the history and operations of Northern KentuckyUniversity.
• Maintain documentation related to university archivalcollections and records
• transfers and destructions.
• Assist in implementing and supporting university recordsmanagement
• initiatives.
• Collaborate with university departments to identify records ofenduring
• historical value.

Digital Collections and Archives

• Assist with digitization initiatives and digital preservationworkflows.
• Contribute to digital exhibits and online accessinitiatives
• Support quality control for digitized materials and associatedmetadata

Student Employee Supervision

• Responsible for hiring, training, scheduling, supervising, andevaluating 1-3 student employees supporting the work of SpecialCollections &University Archives.
• Trains student employees in archival processing procedures andstandards, including arrangement and description, collectionhandling, rehousing and preservation practices, inventory creation,metadata entry, and the use of archival collection managementsystems.
• Assigns and monitors student processing projects, providesongoing guidance and feedback, and reviews completed work to ensureaccuracy, consistency, and adherence to departmental standards andprofessional archival practices.
• Provides students with opportunities to develop practicalexperience in archival work while ensuring that assigned projectssupport SCUA's processing, preservation, and accesspriorities.

Outreach and Public Engagement

• Assist with exhibits, public programming, and outreachinitiatives highlighting SCUA collections.
• Collaborate with library colleagues on instructional workshopsand campus engagement activities.
• Promote awareness and use of archival collections throughpresentations and events.
• Contribute content for library communications and digitalplatforms.
• Assist with reference services for students, faculty, staff,alumni, and external researchers, including helping researchers inlocating and interpreting archival resources.

Assessment

• Participate in maintaining statistics related to collections,instruction, and reference services/public access.
• Contributes to departmental planning, projects, and initiativesthat support the mission and strategic priorities of SCUA andSteely Library.

Other Duties as Assigned.

KNOWLEDGE, SKILLS & ABILITIES:

• Excellent analytical, research, and problem-solving skills,with the ability to evaluate information, synthesize findings, andapply sound professional judgment.
• Excellent written, verbal, interpersonal, and public speakingskills, with the ability to provide instruction, deliverpresentations, and communicate effectively with diverseaudiences.
• Exceptional attention to detail and accuracy.
• Ability to exercise sound professional judgment whenappraising, processing, describing, preserving, and providingaccess to archival materials.
• Strong organizational and project management skills, with theability to manage multiple projects, establish priorities, and meetdeadlines.
• Demonstrated ability to work independently while contributingeffectively as a collaborative member of a team.
• Knowledge of archival theory and practice, including archivalprocessing, arrangement, description, preservation, andaccess.
• Knowledge of Records and Information Management (RIM)principles, best practices, applicable legal requirements, andKentucky State Records Laws.
• Comprehensive knowledge of university organizational structure,governance, and administrative functions, or the ability to quicklydevelop such knowledge.
• Demonstrated knowledge of digital preservation theory,standards, technologies, and best practices.
• Experience creating standards-compliant metadata for digitalrepositories, archival collection management systems, or digitalasset management systems.
• Experience with archival collection management systems (e.g.,ArchivesSpace), digital repositories, metadata standards, and dataimport/export or migration processes.
• Ability to learn and effectively utilize archival, recordsmanagement, digitization, and digital collectionstechnologies.
• Strong commitment to access, stewardship, and inclusivearchival description.
• Ability to supervise, train, and mentor student employees,fellows, interns, and volunteers.
• Ability to work collaboratively with faculty, staff, students,donors, alumni, researchers, and community partners.
• Ability to balance stewardship responsibilities with providingbroad access to archival and special collections materials insupport of teaching, learning, research, and communityengagement.
• Commitment to providing excellent public service and fosteringa welcoming research environment.

EDUCATION AND EXPERIENCE:

Required Qualifications

• Master's degree in Library and Information Science (MUS),Public History, Archival Studies, or a closely related field froman accredited institution.
• Five (5) years of progressively responsible professionalexperience in archives, special collections, records management, ora related field. Equivalent combinations of education andexperience may be considered. A bachelor's degree in a relatedfield with a minimum of eight (8) years of progressivelyresponsible, directly applicable experience may be substituted forthe master's degree.
• Coursework in archives, archival administration, recordsmanagement, or a closely related discipline.
• Demonstrated knowledge of archival theory, principles, and bestpractices, including records lifecycle management, appraisal,accessioning, arrangement and description, preservation, andaccess.
• Knowledge of records management principles, including recordslifecycle concepts, retention schedules, legal and regulatorycompliance, records appraisal, and information governance.
• Experience processing archival and manuscript collections usingcurrent professional standards, including DACS, EAD, controlledvocabularies, and archival collection management systems such asArchivesSpace.
• Demonstrated ability to organize, prioritize, and managemultiple projects while maintaining a high level of accuracy andattention to detail.
• Excellent written, verbal, and interpersonal communicationskills, with the ability to work collaboratively with faculty,staff, students, donors, and community partners.

Preferred Qualifications

• Experience with digital preservation, born-digital records,digitization workflows, and archival technologies, includingarchival content management systems, digital asset managementsystems, digital repositories, and discovery platforms such asArchivesSpace, Preservica, DSpace, Omeka, or similar systems.
• Experience working in an academic library, university archives,special collections, or cultural heritage institution.
• Experience supervising, mentoring, or training studentemployees, interns, graduate assistants, or volunteers.

Pay

Minimum $42,549 Annually

Posted Salary:

Minimum $42,549 Annually