You are here


Department: Curatorial – Archives & Special Collections

Title: Archivist/Librarian 

Status: Full Time 

Work Schedule: Generally comprises 40 hours per week.  Some evening hours or weekend days may be required.  

Travel: 0 – 10%

Job Summary: Under the general direction of the Head of Archives & Special Collections, the Archivist/Librarian has primary responsibility for all aspects of the Hillwood archives, records management program, and some library services. Major responsibilities include: the maintaining and updating archives and records management policies (including record retention schedules and procedures), the processing of archival collections, the creation and maintenance of databases, finding aids, and other tools facilitating discovery of, and access to, the holdings of the archives and library, and providing outreach and public and internal reference services to a wide variety of users.

Key Job Elements: 

  • Develop and implement policies and procedures for users of the library, archives and records management program

  • Accession, appraise, process, describe, and preserve archival material, including electronic records, according to SAA and NARA standards and best practices

  • Oversee and maintain the archives (ArchivesSpace) and library (Koha) systems and other tools to create online finding aids and points of access to the archives and library

  • Implement Preservica in coordination with the Digital Assets Librarian

  • Manage Hillwood’s records management program

  • Maintain and update record retention schedules to institutional records that are in compliance with record keeping rules and regulations

  • Oversee the semi-annual transfer and destruction of institutional records

  • Manage day-to-day library activities of its book, periodicals and auction catalogue collections

  • Train and oversee library and archives volunteers and interns

  • Under the supervision of the Head of Archives and Special Collections apply proper preservation and conservation techniques to the collections

  • Provide outreach, reference, and research services to staff and external users, including image requests for publications, exhibitions, programming, publicity, etc.

  • Digitize library, archives, and art collection materials according to best practices

  • Upload and manage digitized images in Hillwood’s digital asset management system, Piction

  • Process and acknowledge library and archives gifts and interlibrary loan requests

  • Coordinate photo shoots to capture object and exhibition photography

  • Carry out other duties as assigned including assistance with special projects as needed

  • Organizational Relationships

  • Reports to Head of Archives and Special Collections

  • Cultivates and interacts with a diverse range of staff and visitors.



  • Master’s degree in Library Science from an ALA-accredited program, with a specialization in Archives and/or Records Management preferred. 

  • Minimum 2-3 years related experience.

  • In-depth knowledge of archival and records management principles and practices as well as library services procedures.

  • Experience with resources and database searching in the field of art, art history, and bibliography.

Skills and Abilities

  • Process and describe archival collections and material.

  • Understand and apply the principles of records management and library science.

  • Must be able to work collegially and independently of intensive supervision and possess excellent customer service and human interaction skills.

  • Ability to develop, interpret and apply policies and procedures.

  • Access and employ job related computer software (i.e. Microsoft Office) at an effective proficiency level.  

  • Reading and writing proficiency consistent with noted educational requirement.

  • Some foreign language skills (French or Russian) are desirable.

  • Experience with ArchivesSpace, Koha, Photoshop, Preservica, or Piction is a plus.

Work Environment and Physical Conditions: The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job.

The employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about their work area, between buildings and the campus grounds, handle various types of media and equipment, and visually or otherwise identify, observe and assess.   The employee is occasionally required to lift up to 15 pounds.  

Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent Hillwood may do so without undue hardship.  The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.

Notice: The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time not does it proscribe or restrict the tasks that may be assigned.  This job description is subject to change at any time.

To apply: We are a progressive, equal opportunity employer and all candidates are encouraged to apply.  Generous benefits, paid vacation and holiday programs. So, come work “Where Fabulous Lives!”  

For prompt consideration, send a cover letter explaining your interest in working at Hillwood and noting an expected salary range, plus your resume to: Archivist/Librarian should be placed in the subject line.