Project Archivist

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Job Description

Position Title: Project Archivist

Classification: Librarian 1 or 2

Term: 1-year term position

Location: Archive of Recorded Sound

Responsible to: Sound Archives Librarian, Archive of Recorded Sound


This position is dual posted at Librarian 1 or 2



Under the direction of the Sound Archives Librarian, the Project Archivist, is responsible for determining the organization and creating intellectual access to the Maria Callas Collection compiled by music critic Robert Baxter, preparing the finding aid for the Richard Howe Collection of Mechanical Musical Instrument Literature, and additional collections determined by the Sound Archives Librarian consisting of text and media materials.


  • Arranges and describes the Maria Callas Collection compiled by music critic Robert Baxter.

  • Prepares the finding aid for the Richard Howe Collection of Mechanical Musical Instrument Literature.

  • Arranges and describes other small archival collections using more product, less process principles

  • Establishes the series for each collection according to accepted archival standards and arranges folders or materials into series

  • Writes sections of the EAD finding aids using ArchivesSpace including the collection descriptions, terms of access, biography, administrative history and provenance of the collection, collection scope, subject headings or index terms, and the container lists

  • Creates collection-level MARC records for the collections

  • Creates a finding aid for each collection to be placed in the Online Archive of California

  • Determines the appropriate housing for the collections and determines if special preservation treatment is required for badly damaged or deteriorating items

  • Pages materials from Stanford Auxiliary Library 3 and arranges for delivery, and then prepares processed collection for return to storage including bar-coding, labeling, and entering item-level records attached to the collection level MARC record as necessary

  • Reports monthly progress to the Sound Archives Librarian.



Education & Experience:

  • Advanced Degree in Library Science or a relevant academic discipline with demonstrated understanding of academic libraries or a combination of education and relevant experience.


At Librarian 2 level:

  • Two or more years of experience working with archival collections required for appointment at the Librarian 2 level.


Other Relevant Education May Include:

  • MLS from an ALA-accredited program or equivalent with a concentration in archival studies

  • Bachelor’s degree  in music preferred; majors in performing arts or humanities will be considered


Knowledge, Skills, and Abilities:

  • Knowledge of relevant aspects of library operations including understanding of contemporary library

  • practices, trends and emerging technologies.

  • Evidence of strong interpersonal skills and the ability to work with a wide variety of people.

  • Effective problem solving, analytical and organizational skills.

  • Demonstrated broad knowledge of library discovery environments, office automation software, and

  • online resources.

  • Ability to quickly learn and use print and online tools and resources and in area of specialization.

  • Evidence of strong verbal and written communication skills


Other Relevant Knowledge, Skills, and Abilities May Include:

  • Knowledge of music and opera preferred

  • Experience with ArchivesSpace or similar software and demonstrated ability to create archival finding aids to accepted standards including DACS and local policies and procedures

  • Knowledge of MARC and demonstrated ability to create bibliographic records according to RDA, with knowledge of LCSH

  • Ability to complete projects on-time and on-budget

  • Flexibility and adaptability; ability to think creatively



  • Constantly sit, perform desk-based computer tasks.

  • Frequently twist/bend/stoop/squat, grasps lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 40 pounds.

  • Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).

  • Rarely use a telephone, operate hand controls.

  • Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds.


* – Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.



  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold



  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.

  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University’s Administrative Guide,

How to Apply

Applicants should complete the application, provide a cover letter, resume, and three references at:

Requisition ID Job Number: 76342

Stanford is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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