Senior Archivist

JOB SUMMARY:

The Senior Archivist manages and coordinates all aspects of the Archives unit, including supervising Archives unit staff, managing the unit budget, and bears direct responsibility for the assessment, development, arrangement and description, and maintenance of archival holdings at CHM. The Senior Archivist works with Curatorial Affairs staff to identify, review, and present proposed acquisitions; periodically reassess the collection; and develop and implement deaccessioning proposals to ensure the collection reflects an inclusive history of the city and its diverse citizens. Along with other Collections department unit supervisors, the Senior Archivist participates in the development of strategies and policies governing the development, management, and use of the archival holdings; develops and implements changes and improvements to internal processes and workflow documentation; collaborates with relevant staff to facilitate and expand the discovery and use of CHM’s archival holdings to meet institutional goals and support CHM’s mission; and promotes the collection as CHM’s most unique and significant resource.

ESSENTIAL FUNCTIONS:

• Manage the day-to-day operations of the Archives unit, including establishing documentation of local standards and archival best practices to guide the processing and management of CHM’s archival holdings
• Develop an in-depth knowledge of the scope, strengths, and weaknesses of CHM’s archival collections, including subject matter, material content, overall condition and organization, storage needs, and related documentation
• Assess potential acquisitions considering historical significance, size, condition, organization, potential access and use restrictions, and relevance to CHM’s collecting goals, which include building a more comprehensive, meaningful, and diverse record of the city’s history
• Work with Curatorial Affairs staff to inform acquisitions decisions, prepare acquisition proposals, and present proposed acquisitions to the Collection Committee
• Identify fundraising priorities, work with Institutional Advancement and other CHM staff to develop grant proposals, and contribute to other fundraising efforts to secure support for processing, preservation, and access-related activities
• Process collections using MPLP principles and current archival best practices to enable their use for research and programmatic purposes, including weeding unwanted material, organizing and re-housing collections, preparing descriptive and administrative information for catalog records, and authoring DACS-compliant finding aids in EAD
• Work with Curatorial Affairs staff to arrange for the transfer of potential acquisitions to CHM and coordinate the return or disposition of unwanted material, including identifying materials for potential deaccession, developing deaccession proposals, and implementing deaccession and disposal plans
• Maintain organization, security, and cleanliness of on-site and off-site collections storage facilities
• Collaborate with Collections staff and other departments to facilitate use of the collection to meet institutional goals and support CHM’s programmatic, marketing, and fundraising initiatives, including exhibitions, publications, and special events
• Oversee and track the movement of collection materials for exhibition, research, conservation, and photography
• Work with shippers, contractors, and appropriate CHM staff to pack and move collections to and from offsite storage and plan and execute large-scale collection moves and storage upgrades
• Monitor, purchase, and maintain appropriate archival supplies necessary to process and store the collection
• Play a leadership role in the development of institutional policies, procedures, and strategies governing the preservation, use, and access of CHM’s archival holdings
• Advise the Director of Collections in developing annual departmental goals, objectives, and budget
• Conduct performance evaluations of Archives unit staff; set goals and objectives for staff; identify opportunities for staff professional and technical development
• Recruit, train, and supervise the Archivists and Archives staff (e.g., temporary project staff); mentor staff to help them achieve their highest potential
• Recruit, train, supervise, and mentor interns, work study students, and volunteers to help meet principal performance goals and to provide training for new museum and library professionals
• Lift, carry, and otherwise move collections objects weighing 50 lbs.; ascend/descend ladders and lifts; drive CHM van to off-site storage facilities or other locations
• Create a team spirit and enhance communication within the Collections department so that staff members work collaboratively and in a supportive manner across departmental and functional area boundaries

OTHER DUTIES:

• Assess, process, document, and maintain archival holdings as needed
• Collaborate with other CHM staff, including the Research and Access and Curatorial Affairs departments, to establish and implement collecting goals and strategies
• Serve as liaison with digitization vendors to expand visibility and accessibility of collections
• Participate in the development and implementation of strategies and processes for developing and managing digital collections
• Assist with the installation and/or de-installation of exhibited collection materials
• Develop and conduct tours of storage areas for educational, promotional, and fundraising activities
• Develop and participate in additional outreach, promotional, and/or service activities to promote public awareness and use of CHM’s archival holdings
• Perform other duties as assigned

REPORTS TO: Director of Collections

WORKING RELATIONSHIPS: The Senior Archivist leads the Archives unit, which is part of the Collections Department, a team that includes the Director of Collections, other Archivists, Registration staff, Collection Managers, and Conservators. Archivists work across departmental lines with staff from the Curatorial Affairs, Research and Access, Rights and Reproductions, Exhibitions, Education, Communications, Visitor Services, Special Events, and Institutional Advancement departments to facilitate access to and use of the collections and associated information. The Senior Archivist also works closely with the Department of Properties to maintain secure, safe, and clean storage environments. The SeniorArchivist also maintains regular communication with donors, researchers, colleagues at other repositories and educational institutions, and the general public as needed.

MINIMUM QUALIFICATIONS:

• MLIS degree from an accredited institution with an archives emphasis and/or certification or comparable degree and experience
• Minimum three years of professional experience processing and managing relevant collection materials in a museum, library, or archive setting
• Minimum 1 to 2 years of supervisory experience, preferably in a museum, library, or archive setting and
• Demonstrated ability to supervise people and manage complex programs and projects
• Substantive demonstrated experience in the application of current archival methodologies and standards (including MPLP and DACS) for appraisal, organization, and description of archival collections, including a working knowledge of the tools, technologies, and best practices used in the assessment, processing, preservation, and delivery of digital collections
• Demonstrated experience with relevant technologies, standards, and practices in creating finding aids, including DACS, EAD, and the use of XML editors or other software to create and publish EAD finding aids
• Substantive and demonstrated project management skills and ability to meet production, management, quality control, and procedural requirements in an efficient and effective manner
• Strong subject knowledge of Chicago history
• Working knowledge of U.S. copyright law, particularly as applied to cultural heritage institutions
• Excellent written and oral communication skills
• Ability to balance multiple tasks, responsibilities, and demands for time
• Ability to develop and manage budgets
• Ability to plan and implement new programs
• Ability to lift 50 lbs. and to ascend and descend ladders and lifts
• A valid driver’s license
• Willingness to work occasional evenings and/or weekends
• Commitment to the mission, values, and programs of the Chicago History Museum

PREFERRED QUALIFICATIONS

• Supervisory experience
• Substantive demonstrated experience in developing and maintaining digital collections and related policies and procedures
• Some knowledge of MARC cataloging standards
• Knowledge of Oxygen XML editor
• Experience working with CONTENTdm
• Grant writing experience
• Familiarity with Airtable