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Job Posting: Processing Archivist, the Shubert Organization, NYC


The Shubert Organization, Inc.
The Shubert Archive, a project of The Shubert Foundation, documents, collects, and preserves, the history of The Shubert Organization in its present and earlier configurations. With this purpose in mind, the Archive accumulates information and historical materials about the Shubert Brothers, the current Shubert Organization, Shubert productions, and all companies and theatres that have been owned and operated by Shubert since the company’s inception at the turn of the 20th century. A secondary focus is to support the study of Times Square and Broadway theatre history through the Archive’s collections.

MLS/MLIS from an ALA-accredited university with a concentration in Archives, or an equivalent degree such as an MA in Archives.
A graduate degree in Theatre History and a strong interest in the performing arts would be an asset.
Experience of at least one year in arranging and describing archival collections.
Demonstrated understanding of accepted archival standards in regard to archival description, controlled terminologies, and metadata.
Experience in all aspects of archival digitization practices and standards, including handling of archival materials and use of high-tech scanning equipment.
Familiarity with archival management software; knowledge of Cuadra Star, the Shubert Archive’s database program, is a plus.
Familiarity with Web publishing platforms.
Knowledge of preservation issues relating to both traditional and digital materials.
Physical ability to perform the duties of this position, including lifting and carrying of boxes weighing up to approximately 50 lbs.; climbing of stairs and ladders; and engaging in considerable standing, walking, stooping, bending, and lifting.
Outstanding organizational and time-management skills; ability to prioritize tasks and meet deadlines.
Capacity to work independently, as well as on a team.
Top-notch oral and written communication skills, along with excellent editing skills.
Attention to detail.

The Processing Archivist will report to the Director and the Archivist and will assist the Archive staff in the smooth operation of the Archive. The ideal candidate will have a passion for theatre and a willingness to pitch in and be part of a team.


Reconcile, consolidate, and fact check legacy inventories; create new inventories.
In consultation with the Archive’s Director and Archivist, identify priority collections and record groups for processing, and work to address the backlog of unprocessed collections.
Arrange and describe archival materials in all formats in accordance with professional standards and best practices.
Applying standard archival theory and practice, use Cuadra Star archives software, as well as other software such as Microsoft Excel, to create collection guides and finding aids.
For the Archive’s ongoing digitization project, manage the scanning of images and documents and apply appropriate descriptive, technical, and administrative metadata.
Oversee the Archive’s submissions of finding aids to the Online Public Access (OPA) catalog by standardizing the finding aids, preparing them for inclusion, and auditing the content for quality control.
Assist with collection maintenance and help manage physical space needs.
Assist with the re-housing of collections following best practices for storage and preservation.
Act as Assistant Editor on the Archive’s annual newsletter, The Passing Show, which is currently available both in print and online.
Supervise and train clerical personnel to assist with collection processing, as needed.
Perform other duties as required.

Job Posting: Photo Archivist / Curator, Mariners’ Museum, Newport News, VA



Responsible for the administration of photographic collections, which include negative film collections, motion picture films and videos, and photographic prints. This includes acquisition, and de-accession, preservation, conservation and description, reference service, outreach, exhibition, publication, security, loans, and maintenance of the collection. Manages special projects, including database and digitization projects.


  • Responsible for the administration of all photographic collections.

Creates goals for managing photographic collection.

Aids in the formulation of policies and procedures related to photographic collections.

Oversees daily maintenance and control of photographic collections and databases.

  • Oversees acquisitions, processing, cataloging and digitalization of photographic collections materials.

Arranges, describes, and assists with cataloging archival collections.

Oversees photographs to be added to the Library web page.

Creates and works with databases .

Works directly with donors regarding photographic materials.

Develops and encourages sources for potential acquisitions.

  • Conducts research related to the Photography Collections.

Researches history of photographers and maintains a database.

Researches and documents copyright restrictions related to the Photography Collection.

Researches and identifies collection themes for exhibitions and publications.

Prepares text for photography exhibitions, catalogs and publishes articles on the Photography.

  • Oversees preservation and conservation of photographic materials.

Assists with monitoring environmental conditions.

Oversees conservation treatments.

Initiates collection surveys and grant-funded projects to insure longevity of the photographic collections.

  • Provides Outreach and Education.

Provides lectures on the photographic collection as requested.

Trains volunteers, interns and assigns tasks.

Documents and evaluates performance of assigned tasks.

  • Responsible for exhibits related to the photography collection for the Museum.

Assists Museum Curators with exhibits related to photographs.

Develops and curates exhibits related to the Library photo collection.

  • Continues professional development.

Keeps current with professional literature.

Participates in professional associations.

Attends conferences and/or pursues continuing education.

Maintains professional contacts.

  • Other duties as assigned.

Experience and Skills:

Knowledge, Skills, Abilities:

  • Proficiency in Microsoft Office software and ability to work with databases.
  • Effective organizational and administrative skills.
  • Excellent written and oral communication skills.
  • Attention to accuracy and detail.
  • Knowledge of collection management software


Minimum of 2 – 4 years work experience with photographic collections or materials.

Education, Licensure, Certifications:

  • B.A. in history, public history or related field with a strong focus in photography.

  • M.F.A.: preferred fields–photo-history, the imaging arts, or photography

Job Posting: Archivist, Interlochen Centre for the Arts, Interlochen, MI


Job Description

Interlochen Center for the Arts, one of America’s most prestigious institutions for arts education, performance and fine arts is seeking to hire an Archivist. The recently established Interlochen Center for the Arts Archives exists to identify, preserve, and make available records, papers, sound recordings, film, photographs and other artifacts of enduring value created or received by ICA and its employees.  The archivist’s leadership will ensure that the best practices of preservation and access of the institutional archives will be used. The archive materials will be made available to the ICA and greater community for individual and institutional use.

We would like to fill the position as soon as possible.

The person appointed to this position will also work closely with other members of the Bonisteel Library in order to provide services as needed to the ICA community which include:

  • Building meaningful relationships with faculty, staff and students
  • Assisting patrons in finding information
  • Providing a collection that reflects and anticipates patron’s needs
  • Creating a welcoming atmosphere

Major Duties and Responsibilities include the following:

  • Provide direction and responsibility for the archives collection
  • Select, process, arrange, maintain and preserve the archives collection
  • Implement best practices of archival management, including emerging metadata standards and tools, ensuring productive and efficient processes
  • Create and provide finding aids according to national standards, using DACS, EAD and METS.
  • Coordinate archives efforts across campus
  • Heighten awareness of ICA archival assets with articles and reports for various media outlets
  • Work with marketing, advancement and other departments in order to engage the outside community with the archives
  • Supervise archives staff, student interns and volunteers in various library and archival tasks
  • Create policies and processes for the archives in coordination with other archives staff
  • Assist outside researchers and ICA staff in accessing and retrieving items from the collection
  • Provide excellent customer service
  • Serve as a resource person for the ICA community
  • Participate in school wide committee work when applicable



  • MLS or equivalent from an ALA-accredited academic program with a concentration in archives, or certification in archival management.
  • Experience with arrangement of complex collections and preparing finding aids using archival standards, including DACS, EAD, and METS.
  • Knowledge of archival data management systems.
  • Knowledge and experience implementing best practices for preserving complex archival collections, including moving image, audio, photographs, electronic records, artifacts, and other media.
  • Strong organizational skills
  • Excellent written, oral, and interpersonal communication skills; ability to present and share ideas clearly and effectively
  • Ability to work independently and effectively with others as a team member
  • Evening and weekend hours required
  • Must be able to regularly lift 40 lbs


  • At least two years post-graduate professional experience in archives is desirable
  • An undergraduate degree in an arts field, music is highly desirable
  • Experience working in both a library and archive
  • Experience performing reference and circulation duties
  • Grant writing experience is desirable
  • Demonstrated ability to initiate new programs and services and to manage a variety of projects in a complex and dynamic environment

Additional Information

Compensation and Benefits:

A competitive salary and benefits package being offered, commensurate with experience and qualifications.

Application Process:

Required documents for application are: cover letter, resume and a current listing of three professional references.  Please upload your documents in a pdf format. These documents should be uploaded into your application, under the additional documents section.  You can complete the online application by clicking the “I’m interested” green button.

Review of materials will continue until the position has been filled. Materials submitted will be held in strictest confidence, and references will not be contacted without the permission of the applicant.

Materials submitted will be held in strictest confidence.

Job Opportunities

Library Assistant – New York Film Academy – Los Angeles, CA

Reader Services Librarian – Bard Graduate Center, New York City

Internship (paid or unpaid): Archives of American Gardens, Smithsonian Gardens, Washington DC


Archives of American Gardens offers paid and unpaid internships year-round to students enrolled in graduate programs who wish to gain professional experience in learning about the management of and providing public access to a photographic archive.

Cataloging and Metadata Intern

The Archives of American Gardens’ intern will assist primarily with cataloging series and item level descriptions in the Horizon database system and apply embedded metadata to corresponding digital assets. The intern will also assist with the digitization of archival materials (35mm slides, negatives and photographic prints), write interpretive materials utilizing the collections, assist with social media initiatives, prepare teaching tools for field volunteers engaged in documenting gardens for the Archives, and enter reference requests into an Access database. The intern may have an opportunity to assist with discrete components of the processing, arrangement and housing of collections, and develop parts of inventories and/or finding aids. The intern will report to a team of three museum specialists to carry out the following tasks:

  • Synthesizing information in newly acquired collections to create series/garden level descriptions
  • Creating MARC-based collection, series and item level records for the Smithsonian’s online database (www.siris.si.edu) and reviewing database records for accuracy
  • Renumbering image files and embedding metadata in digital assets in preparation for digital asset management system ingestion
  • Assist with providing additional access points to images already in the digital asset management system
  • Conducting research on garden history and design related topics using approved sources
  • Creating postings on Facebook and Twitter for Mystery Monday and Tag-it-Tuesday initiatives
  • Developing succinct reports or articles on the garden documentation process for field volunteers
  • Digitizing paper and photographic materials using best practices and approved methods, as needed
  • Interns with prior experience with the creation of finding aids may have an opportunity to work on a project to convert legacy archival finding aids and inventories to the EAD format using Archivists Toolkit and Steady
  • Interns with interest and advanced experience with audio-video materials will have the opportunity to assist with the rehousing of a small collection of 16mm film

The ideal candidate is pursuing a graduate degree in Library and Information Science or Archival Studies and has the following skills:

  • Cataloging and/or metadata in an archival, museum or library setting
  • A very high attention to detail and good organizational skills
  • Excellent writing abilities and communication skills
  • Knowledge of MARC, CCO, EAD, DACS, and relational databases
  • Willingness to adapt to changing priorities and circumstances and update project schedule accordingly
  • Ability to work independently and in a team environment
  • Self-starter with a strong work ethic

Interest in:

  • Archival or visual resource collection
  • Image management and structured data
  • History, art history, garden or landscape studies
  • Social media for archival outreach and education
  • Gaining hands-on experience using the following software programs: SirsiDynix Horizon system, Adobe Bridge/Photoshop, Open Text, Hootsuite, Microsoft Office Suite and Microsoft Access


Both Summer and Fall Internships: February 1
Archives of American Gardens’ intern applicants must apply for both Archives of American Gardens’ internship and the Garden Club of America’s Garden History and Design Scholarship to be considered: https://www.gcamerica.org/index.cfm/scholarships/details/id/14

Internships (Unpaid): Photograph Collections Assistant and AV/Media Assistant, American Jewish Joint Distribution Committee, NYC



Job Opening Title: Photograph Collection Opportunity (Experiential Education)
Institution/Organization Name: American Jewish Joint Distribution Committee
Job Location (City, State, Province, Country): New York, NY

The American Jewish Joint Distribution Committee (JDC)  is the world’s leading Jewish humanitarian assistance organization. Since 1914, JDC has exemplified that all Jews are responsible for one another and for improving the well-being of vulnerable people around the world.

Today, JDC works in more than 70 countries and in Israel to alleviate hunger and hardship, rescue Jews in danger, create lasting connections to Jewish life, and provide immediate relief and long-term development support for victims of natural and man-made disasters.

Photograph Collection Opportunity

The Photo Collection of the JDC Archives contains over 100,000 images. These photographs offer a rich historical overview of activities conducted by JDC for 10 decades in over 90 countries around the world. More than 60,000 photographs have already been digitally scanned. The Archives is seeking an Experiential Education Project participant to assist us with the cataloguing and preservation of the photograph collection. Geographical scope and range of topics in the photograph collection lets the participant to suggest areas that interest them.

Responsibilities include:

• Integrating new photographs into existing cataloguing system.
• Entering and copy-editing information into the Archives database.
• Researching online to enrich descriptive data for photographs.

Special project:

• Integrating unprocessed collection of photographs in our nearby offsite facility.


A familiarity with Word, Excel and database procedures is recommended. Library or archival training is preferred. Ideal candidate will have an interest in photography or pictorial history.

The opportunity is unpaid. To apply, please send a cover letter and resume to internship(at)jdc.org.

Audio-Visual Media Collection Opportunity

We eagerly look forward to working with an Experiential Education Project participant on projects to preserve, reformat, and provide access our historic film and video collections. These collections contain over 1,000 films and videos depicting JDC’s work, which range from early silent films in the Soviet Union, to many films from the World War II era and its aftermath, to more recent footage of JDC’s global humanitarian work in regions such as Eastern Europe, Africa and Latin America. There are over 1500 audio recordings, including oral histories and eyewitness accounts that testify to JDC’s efforts to meet needs around the world at critical moments in Jewish and world history over the past century. The collection includes a variety of video formats and corresponding equipment to enable viewing.

Responsibilities include:

• Cataloging video collections and creating labels for video assets
• Aiding in the implementation of preservation and collections management plans
• Viewing programs to summarize content for the collection inventory and identify works worthy of digital transfer


Interest in archives and information science is recommended. Familiarity with databases required. Experience with processing of archival audio-visual materials is preferred, but not necessary. Concurrent coursework in Archives, Library Science, Museum Studies, or History.

The opportunity is unpaid. To apply, please send a cover letter and resume to internship(at)jdc.org

Job Posting: Cape Dorset Archives Collections Assistants (paid internship), McMichael Gallery, Kleinburg, Ontario


Cape Dorset Archives Collections Assistant (internship)
5-month contract, with possibility of extension

February – June 30, 2015

The McMichael Canadian Art Collection ranks among Canada’s top public galleries in size and significance…. Over 6,000 distinctively Canadian works of art comprise the permanent collection, and the gallery welcomes on average more than 110,000 visitors annually.

The McMichael Canadian Art Collection also houses the Cape Dorset Archive of the West Baffin Eskimo Co-operative, which forms an important visual record of Inuit life, including folklore, material culture, and personal accounts. The McMichael has housed the Archive since 1990, but it has been primarily accessible only through occasional exhibitions, loans, and on-site research.

As part of an ongoing Aboriginal Internship program, Making Culture Visible, the McMichael is recruiting for a 5-month Intern in our Collections departments, with the possibility of extension. The Intern will focus on  making the Cape Dorset Archives collection more accessible by undertaking research, and supervising the cataloguing, digitization and housing of works on paper according to museological standards.

The position of Cape Dorset Archives Collections Assistant is funded under an ongoing Museums Assistant Project (MAP) initiated in 2014.

Under the supervision of the McMichael Head of Collections/Registrar, the Cape Dorset Archives Collection Assistant will be responsible for the overall documentation, care and development of the Archive, including the following:
• ensuring individual artworks within the Archive are catalogued, digitized and housed according to standard museum practices, and supervising student workers assigned to execute these tasks;
• researching individual artworks in order to update existing records or create new ones;
• tracking individual works as they are used for exhibitions, loans, or publications;
• researching individual artists with the goal of creating a “family tree” that clearly demonstrates the artistic and familial relationships amongst various artists within and across generations in the Cape Dorset community;
• corresponding with the West Baffin Eskimo Co-operative and other community stakeholders for the purposes of developing a program to make the Archive available remotely;
• organizing the addition to the Archive of print drawings and print proofs on an ongoing basis as they become available, and addressing existing gaps from recent decades so that the Archive can become a true reserve
• working with researchers and other content users accessing the Archive on site or remotely;
• with the McMichael Head of Collections, identifying other McMichael resources that would enrich—and in turn be enriched by—the Archive, and developing a program to access and link these resources and include them within the overall program of the planned Centre for Inuit Art at the McMichael.

Qualified candidates will have minimum three years experience in registration /collections management,  with the completion of post-secondary Education in museum studies and/or collections management.. As a condition of MAP funding for the position, applicants must be of aboriginal decent and possess a strong understanding of Aboriginal traditional knowledge.  Experience using collection databases, particularly The Museum System (TMS), and PhotoShop and other imaging software are an asset.

Application Process:
If you are interested in applying for this position, please email, mail or fax your resume along with a covering letter to Human Resources by January 31, 2015.

Fax: 905.893.2588


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