Special Collections Library Lead for Archival Processing and Collection Strategies

Penn State University; Northern (KY); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Tuition discount for employees and/or

Comprehensive benefits package

Generous paid time off

Job summary

Penn State University’s Eberly Family Special Collections Library seeks a Lead for Archival Processing and Collection Strategies to provide strategic leadership for the full lifecycle of archival materials. The role coordinates accessioning, processing, description, and digitization, while aligning with institutional priorities and best practices.

The position oversees staff, collaborates with Preservation, Conservation, and Digitization, and supports teaching, research, and public engagement

Qualifications

• Master’s degree in library and information science from an ALA‑accredited program or equivalent experience.
• Demonstrated experience leading archival processing, arrangement and description, accessioning, collections management, or related stewardship functions.
• Demonstrated leadership experience, including supervision, mentoring, project management, and fostering collaboration.
• Knowledge of archival standards and technologies (DACS, EAD, ArchivesSpace).
• Effective written, oral, and interpersonal communication skills.
• Evidence of potential to meet tenure‑line expectations and scholarly contributions.

Responsibilities

• Leads strategy and operations for full cycle of collections management including accessioning, processing, description, digitization coordination, rehousing, and maintenance.
• Supervises and mentors collections services staff to build a collaborative team culture.
• Establishes policies and documentation standards to ensure consistency and efficiency.
• Sets processing priorities aligned with collection development and institutional goals.
• Oversees accessioning workflows and donor coordination.
• Ensures compliance with archival standards and scalable processing models.
• Tracks access metrics, backlog reduction, and stewardship outcomes.
• Liaises between Special Collections and Preservation, Conservation, and Digitization units.

Skills

Leadership

Archival processing

Communication

Strategic planning

Staff mentorship

Education

Master’s degree in library and information science

Graduate degree in library or information studies or equivalent

Tools

ArchivesSpace

DACS/EAD standards

Aeon

Job description

POSITION SPECIFICS

This role advances Penn State's strategic priorities by strengthening research infrastructure, expanding access to distinctive collections, and supporting student-centered learning through engagement with rare and unique materials. Reporting to the Head of the Eberly Family Special Collections, the Lead for Archival Processing and Collection Strategies provides strategic and operational leadership for the full lifecycle stewardship of collections in all formats and mediums in the Eberly Family Special Collections Library (SCL). This tenure-line faculty position leads the planning, coordination, and execution of accessioning, processing, description, digitization coordination, and long-term stewardship to ensure collections are accessible, sustainable, and aligned with institutional priorities. The Lead for Archival Processing and Collection Strategies supervises staff responsible for collections management and establishes clear, efficient workflows that support discovery, teaching, and research use. The position serves as the primary liaison between SCL and the Preservation, Conservation, and Digitization (PCD) department, ensuring that stewardship decisions are coordinated across the Libraries and grounded in best practices. This position will work closely with the Head of Cataloging and Metadata Services and the Special Collections Cataloging Team to establish policies for descriptive standards and set priorities. Candidates for the rank of Assistant Librarian should possess a graduate degree in library or information studies or other appropriate degree; must have demonstrated potential ability as a librarian; and must have shown promise of growth in research and service. Candidate for the rank of Associate Librarian should possess the same qualifications as the Assistant Librarian, demonstrate excellence in librarianship, show evidence of an established reputation in research, and have a strong record of service to the University and the profession. The University expects regular onsite presence to fully participate in their university workspace or on-campus intellectual and educational community. Occasional hybrid work may be permissible upon approval of the supervisor.

Duties and Responsibilities

Collections Services Leadership

• Leads strategy and operations for the full cycle of collections management in SCL, including accessioning, processing, arrangement and description, digitization coordination, rehousing, and collections maintenance
• Supervises and mentors collections services employees, building a stable and collaborative team culture grounded in transparency, accountability, and shared purpose
• Establishes and maintains policies, procedures, and documentation standards to ensure consistency, efficiency, and adherence to professional best practices
• Sets and manages processing priorities in alignment with SCL’s collection development plan, donor commitments, teaching and researcher demand, and institutional goals
• Oversees accessioning workflows, including documentation, donor agreements coordination, and integration of new acquisitions into collection management systems
• Ensures compliance with archival standards (e.g., DACS, EAD, ArchivesSpace practices) and promotes scalable, sustainable processing models
• Tracks and reports on collections access metrics, backlog reduction, and stewardship outcomes

Preservation, Conservation, and Digitization Coordination

• Serves as the primary liaison between Special Collections and Preservation, Conservation, and Digitization units
• Collaborates on prioritization of conservation treatments, rehousing initiatives, environmental monitoring, and preservation planning
• Coordinates digitization workflows for archival collections in alignment with access priorities and resource capacity
• Ensures that digitization initiatives are integrated into overall collections strategy rather than functioning as isolated projects
• Partners with Digital Collections colleagues to support responsible digital stewardship and long-term preservation planning
• Contributes to shared infrastructure planning for physical and digital collection care

Access and Stewardship Strategy

• Develops processing strategies that balance researcher access, preservation needs, and available staffing resources
• Collaborates with Research Services to align description and processing decisions with teaching and research use
• Supports the integration of newly processed collections into instruction, exhibitions, fellowships, and public programming
• Ensures ethical stewardship practices that reflect commitments to diversity, equity, inclusion, and responsible archival representation

Contributions to Special Collections Leadership

• Advises the Head of Special Collections on collections stewardship strategy, space planning for processing and storage, and staffing needs
• Contributes to long-range planning related to facilities, environmental controls, and collections growth
• Participates in the Special Collections Curation Team and collaborates on prioritizing acquisitions and stewardship commitments
• Supports Penn State’s learning and teaching mission, faculty research, and land‑grant commitment through accessible and well‑stewarded collections
• Participates in donor stewardship efforts related to processing, preservation, and access outcomes
• Provides reference service to faculty, students, and researchers on a rotating basis.

Diversity, Equity, Inclusion, and Accessibility

This position integrates inclusive and ethical practices into all aspects of collections stewardship, including accessing, description, prioritization, and access. This includes attention to culturally responsive description and expanding access to collections that document historically underrepresented communities.

Research, Service, and Professional Development

• Maintains an active research agenda appropriate to rank and tenure status (if applicable)
• Represents the Special Collections Library on relevant library and university committees and task forces
• Participates in the governance structure of the Libraries and advances the mission and values of the University
• Engages in service to the profession through scholarship, presentations, and professional organizations
• Pursues continuing education and professional development in archival stewardship, preservation strategy, and leadership

Required Qualifications

• Master’s degree in library and information science from an ALA‑accredited program or an equivalent combination of advanced degree and relevant experience.
• Demonstrated experience leading archival processing, arrangement and description, accessioning, collections management, or related archival stewardship functions.
• Demonstrated leadership experience, such as supervision, mentoring, fostering a collaborative work environment, and/or project management.
• Knowledge of archival standards, practices, and technologies, including DACS, EAD, ArchivesSpace, and contemporary archival processing methodologies.
• Effective written, oral, and interpersonal communication skills.
• Evidence of the potential to meet the University Libraries’ expectations for research and reservice, and scholarship as a tenure‑line faculty member.

Preferred Qualifications

• Experience coordinating with preservation, conservation, and/or digitization initiatives.
• Experience working with born‑digital archival materials and digital stewardship.
• Experience with Aeon.
• Experience using data and assessment to inform collections priorities and operational decision-making.
• Experience supporting archival instruction, exhibitions, or public engagement.
• Experience working with community archives or culturally responsive stewardship practices.
• Record of scholarly publication, grant activity, or professional leadership.
• Experience leading organizational change or implementing new workflows.
• Familiarity with AI‑enabled tools and emerging technologies that support archival processing, description, and discovery.

About the Eberly Family Special Collections Library

The Eberly Family Special Collections Library (SCL) preserves and provides access to Penn State University's rare book, manuscripts, archives, oral histories, photographs, and other distinctive collections in support of research, teaching, and public engagement. As part of one of the nation's leading research libraries, SCL is building a future‑focused program that combines exceptional stewardship with innovative approaches to teaching, scholarship, and access. Through collaborative partnerships across the University and beyond, Special Collections is expanding opportunities for students, faculty, researchers, and communities to engage with rare and unique collections in meaningful and transformative ways. The library is committed to responsible stewardship, inclusive description, emerging technologies, and creating new pathways for discovery that ensure distinctive collections remain vital to the University's land‑grant mission.

Background Checks/Clearances

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Benefits

In addition to a competitive salary, full‑time employees also receive a comprehensive benefits program, generous paid time off, and tuition discount for employees and eligible family members. Total Compensation Calculator provides an estimated summary of the value of compensation and benefits. Penn State provides a competitive benefits package for full‑time employees designed to support both personal and professional wellbeing. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

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