Position Description

Head of Archives and Special Collections
Position Type Staff and Administrator
Employment Type Full time
Department Library
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Position Purpose

Provide vision, leadership and direction in administering intellectual, physical and digital access to Academy archives and special collections; strengthen the visibility, accessibility, diversity and impact of the unique and rare resources through classes, presentations and exhibits; and supervision of Archives and Special Collections staff.

Key Accountabilities

  • Responsible for the management, operation, coordination, and direction of the Academy archives, including implementation of policies, guidelines and best practices governing the management of institutional records in a variety of formats.
  • Establishment and implementation of procedures for the acquisition, processing, and preservation of archival materials and special collections.
  • Collaboration with students, faculty, staff, alumni and outside researchers on academic projects.
  • In addition to providing reference service for archives, participate in the library’s scheduled public services rotation, including occasional evening and weekend hours.
  • Coordinate with Academy offices, departments and committees to identify, evaluate and preserve Academy records of continuing administrative, legal, fiscal and historical value in all formats.
  • Responsible for promoting and interpreting unique collections through innovative and engaging physical and digital exhibitions, educational programming, and social media.
  • Work both independently and collaboratively in a collegial, team-based environment.
  • Plan, manage, and oversee multiple projects, meet deadlines and prioritize work in alignment with the strategic goals of the Library and Academy.
  • Attend faculty meetings and other required Academy functions.

Degree of Independent Action Performed

Incumbent is expected to work with a high level of independence and autonomy, and exercise a high degree of initiative, influence, and judgment in decisions impacting staff and department operations.

Expected to solve problems or address issues that require immediate attention.

Direct/Indirect Reports

Direct: Digital Projects Coordinator/Assistant to the Academy Archivist

Internal & External Contacts

Frequent contact with students, Dean of Students and Dean of Faculty offices, PEA administrative and academic offices, faculty, staff, coaches and alumni.  External contacts may include parents, outside organizations, researchers and local community neighbors.

Position Requirements


  • ALA accredited Master’s degree in library/information science, or advanced degree in archival studies: MLS preferred.

Certification by the Academy of Certified Archivists or in rare books librarianship preferred.


  • Five years of successful and progressively responsible experience working in special collections or archives, with a strong preference for experience in both areas.
  • Experience working with adolescents in an educational setting preferred.

Skills & Knowledge

  • Demonstrated knowledge of trends in special collections and archives and appropriate technologies for managing, processing, digitizing and making discoverable primary resources and other rare materials.  
  • Manage records retention and management issues; coordinate transfer or destruction of departmental records; acquire and accession inactive records
  • Demonstrated understanding of the curatorial and preservation standards and methodologies for both print and digital resources.
  • Proven ability to work both independently and collaboratively as part of a team. Ability to build and leverage effective relationships and influence decisions and behaviors through partnering.
  • Excellent interpersonal, oral, and written skills for communicating complex issues and perspectives to a wide range of constituencies. Excellent problem solving skills as well as a strong commitment to public service.
  • Knowledge of issues of security, intellectual property and access rights. A strict adherence to confidential policies is required.
  • Familiarity with MS Office Suite and Adobe Photoshop.  Working knowledge of an archival management system and technologies applicable for the special collections environment such as ArchivesSpace, Archive-It and Preservica .  Understanding of EAD, XML, national standards and archival ethics.
  • Experience with space management for special collections storage.
  • High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
  • Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times.
  • Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  1. Ability to sit in a normal seated position for extended periods of time.
  2. Reaching by extending hand(s) or arm(s) in any direction.
  3. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard.
  4. Communication skills using the spoken and written word.
  5. Ability to see with normal parameters.
  6. Ability to use a visual display terminal with continuous wrist movement on a keyboard.
  7. Ability to hear within normal range.
  8. Ability to lift and transport up to 25lbs without assistance.

Additional Requirements

  1. Successfully complete a criminal background check (reviewed every 3 years).
  2. Clean Driving record (reviewed annually).
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