Processing Archivist

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

Job summary

Northern Kentucky University is seeking a Processing Archivist for Special Collections and University Archives. The role coordinates accessioning, arrangement, description, and preservation of archival materials, while supporting digital initiatives and campus collaborations.

The position also assists in university records management and supervises student employees, contributing to public access, instruction, and outreach across academic programs and the NKU community.

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/records management is preferred.

Responsibilities

• Process archival and manuscript collections following standards (DACS, EAD).
• Arrange, description, and preservation of materials; create finding aids.
• Supervise 1–3 student employees; provide training and oversight.
• Support RIM initiatives and university records management.
• Collaborate with faculty and staff for access and outreach.

Skills

Analytical skills

Communication

Project management

Team supervision

Digital preservation

Education

Master's degree in Library and Information Science

Public History

Archival Studies

Bachelor's degree + 8+ years experience substituted for master's

Tools

ArchivesSpace

Preservica

DSpace

Omeka

Job description

Position Title:Processing ArchivistPosition Type:RegularAbout the Role:Under the direction of the University Archivist (Head of Special Collections and University Archives) the Processing Archivist for Special Collections and University Archives is responsible for the accessioning, arrangement, description, preservation and accessibility of the university's archival and manuscript collections. This position supports both the University Archives and Special Collections by managing physical and digital collections, providing reference and instructional services, contributing to digital initiatives, collaborating with campus partners to preserve and promote the history of Northern Kentucky University and the surrounding region. The Archivist also assists in administering the University's Records and Information Management (RIM) Program by supporting records transfers, records stewardship, and outreach to university departments. In addition, the position supervises student employees and fellows, providing training, project oversight, and experiential learning opportunities that support departmental initiatives. Working closely with the Head of Special Collections & University Archives, this position contributes to strategic initiatives that expand access to collections, strengthen records stewardship, support teaching and learning, enhance digital stewardship, and increase campus and community engagement.Job Responsibilities:Collection Processing and DescriptionArrange and describe archival collections following archival standardsincluding DACS and other applicable descriptive practicesCreate, edit, and maintain collection records and finding aids inArchivesSpace.Process university records, manuscripts, photographs, audiovisual materials, and born-digital collections.Conduct preservation assessments and recommend appropriate rehousing and conservation measures.Manage accessioning workflows and documentation.University Archives and Records StewardshipCoordinate the acquisition and transfer of university records documentingthe history and operations of Northern Kentucky University.Maintain documentation related to university archival collections and recordstransfers and destructions.Assist in implementing and supporting university records managementinitiatives.Collaborate with university departments to identify records of enduringhistorical value.Digital Collections and ArchivesAssist with digitization initiatives and digital preservation workflows.Contribute to digital exhibits and online access initiativesSupport quality control for digitized materials and associated metadataStudent Employee SupervisionResponsible for hiring, training, scheduling, supervising, and evaluating 1-3 student employees supporting the work of Special Collections &University Archives.Trains student employees in archival processing procedures and standards, including arrangement and description, collection handling, rehousing and preservation practices, inventory creation, metadata entry, and the use of archival collection management systems.Assigns and monitors student processing projects, provides ongoing guidance and feedback, and reviews completed work to ensure accuracy, consistency, and adherence to departmental standards and professional archival practices.Provides students with opportunities to develop practical experience in archival work while ensuring that assigned projects support SCUA's processing, preservation, and access priorities.Outreach and Public EngagementAssist with exhibits, public programming, and outreach initiatives highlighting SCUA collections.Collaborate with library colleagues on instructional workshops and campus engagement activities.Promote awareness and use of archival collections through presentations and events.Contribute content for library communications and digital platforms.Assist with reference services for students, faculty, staff, alumni, and external researchers, including helping researchers in locating and interpreting archival resources.Assessmen tParticipate in maintaining statistics related to collections, instruction, and reference services/public access.Contributes to departmental planning, projects, and initiatives that support the mission and strategic priorities of SCUA and Steely Library.Other Duties as Assigned.KNOWLEDGE, SKILLS & ABILITIES:Excellent analytical, research, and problem-solving skills, with the ability to evaluate information, synthesize findings, and apply sound professional judgment.Excellent written, verbal, interpersonal, and public speaking skills, with the ability to provide instruction, deliver presentations, and communicate effectively with diverse audiences.Exceptional attention to detail and accuracy.Ability to exercise sound professional judgment when appraising, processing, describing, preserving, and providing access to archival materials.Strong organizational and project management skills, with the ability to manage multiple projects, establish priorities, and meet deadlines.Demonstrated ability to work independently while contributing effectively as a collaborative member of a team.Knowledge of archival theory and practice, including archival processing, arrangement, description, preservation, and access.Knowledge of Records and Information Management (RIM) principles, best practices, applicable legal requirements, and Kentucky State Records Laws.Comprehensive knowledge of university organizational structure, governance, and administrative functions, or the ability to quickly develop such knowledge.Demonstrated knowledge of digital preservation theory, standards, technologies, and best practices.Experience creating standards-compliant metadata for digital repositories, archival collection management systems, or digital asset management systems.Experience with archival collection management systems (e.g., ArchivesSpace), digital repositories, metadata standards, and data import/export or migration processes.Ability to learn and effectively utilize archival, records management, digitization, and digital collections technologies.Strong commitment to access, stewardship, and inclusive archival 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 providing broad access to archival and special collections materials in support of teaching, learning, research, and community engagement.Commitment to providing excellent public service and fostering a welcoming research environment.EDUCATION AND EXPERIENCE:Required QualificationsMaster's degree in Library and Information Science (MUS), Public History, Archival Studies, or a closely related field from an accredited institution.Five (5) years of progressively responsible professional experience in archives, special collections, records management, or a related field. Equivalent combinations of education and experience may be considered. A bachelor's degree in a related field with a minimum of eight (8) years of progressively responsible, directly applicable experience may be substituted for the master's degree.Coursework in archives, archival administration, records management, or a closely related discipline.Demonstrated knowledge of archival theory, principles, and best practices, including records lifecycle management, appraisal, accessioning, arrangement and description, preservation, and access.Knowledge of records management principles, including records lifecycle concepts, retention schedules, legal and regulatory compliance, records appraisal, and information governance.Experience processing archival and manuscript collections using current professional standards, including DACS, EAD, controlled vocabularies, and archival collection management systems such as ArchivesSpace.Demonstrated ability to organize, prioritize, and manage multiple projects while maintaining a high level of accuracy and attention to detail.Excellent written, verbal, and interpersonal communication skills, with the ability to work collaboratively with faculty, staff, students, donors, and community partners.Preferred QualificationsExperience with digital preservation, born-digital records, digitization workflows, and archival technologies, including archival content management systems, digital asset management systems, digital repositories, and discovery platforms such as ArchivesSpace, 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 student employees, interns, graduate assistants, or volunteers.PayMinimum $42,549 AnnuallyPosted Salary:Minimum $42,549 AnnuallyWork Environment & Physical Demands: