Manager, Archival Processing

Application Deadline: 22 September 2024

Department: Collections

Employment Type: Full Time

Location: Library Services Center

Reporting To: Heather Lember

Compensation: $85,000 - $92,000 / year

Description

Overview

The Special Collections Processing (SCP) department within NYPL’s Preservation and

Collections Processing (PCP) division promotes access to the Library’s most distinctive collections by describing rare and unique materials and preparing them for preservation and use. SCP supports the processing of collections across all Research Libraries, including the curatorial divisions at the Library for the Performing Arts, Schomburg Center for Research in Black Culture, and the Stephen A. Schwarzman Building.

Within SCP, the Archival Processing unit supports access to distinctive collections by

arranging and describing archives and manuscripts and creating finding aids for research use. Staff processes digital and analog collections in various formats, including personal papers, institutional records, visual materials, and sound and moving image recordings. Additionally, SCP supports the assessment, transport, and accessioning of acquisitions and manages archival metadata.

We are looking for someone we can count on to:

Own :

• the day to day operations, descriptive standards, and departmental documentation of the Archival Processing unit in collaboration with the Senior Manager.

Teach :

• and take responsibility for training staff in archival systems, descriptive best practices, and departmental workflows.

Learn:

• the unique needs of the research centers and public service staff to ensure that the Archival Processing unit’s workflows and policies align with each center’s priorities.

Improve :

• training on standards and systems to ensure all staff are meeting these expectations and have a shared understanding of these goals.

• description of born-digital and audio and moving image content in finding aids.

Some expectations for this role are that within:

1 month , this person will:

• Understand the scope of the work of the Archival Processing unit and their unique role in the department.

• Meet with each department in PCP and determine the ways in which each collaborates with the Archival Processing unit.

3 months , this person will:

• Visit each research center and meet key partners and stakeholders.

• Identify documentation and workflows that require revision and updates.

• Identify areas where workflows need to be clarified or created.

• Identify where additional descriptive training should be developed.

• Work as an active partner with the Senior Manager to create, assign, and manage projects.

6 months and beyond , this person will:

• Hire and manage a team of six to eight archivists dedicated to processing backlog collections and remediating legacy description.

• Collaborate with the Senior Manager and divisional partners to begin establishing a reparative description program.

• Present ideas for improved workflows, collaboration, and projects to the department and our external partners.

Responsibilities

Reporting to the Senior Manager, Archival Processing, the Manager, Archival Processing will:

• Recruit, hire, and manage staff for special projects.

• Serve as departmental manager in the absence of the Senior Manager.

• Support ArchivesSpace users, including troubleshooting and resolving technical issues.

• Conduct training on archival processing and descriptive systems for archivists across NYPL research divisions.

• Work with PCP Systems and Operations Department and IT on technical development projects for NYPL’s instance of ArchivesSpace.

• Create, manage, and update departmental documentation on GitHub in collaboration with PCP Systems and Operations and in accordance with national and local standards.

• Collaborate with managers and staff within PCP to develop, refine, and document workflows and business processes.

• Manage the processing queue, description remediation projects, and the review of archival description in coordination with Senior Manager, Archival Processing

• Maintain archival metadata in all descriptive systems including ArchivesSpace, Archives Portal, and the Research Catalog, and assure this descriptive content is aligned with national standards.

• Perform database queries and produce reports to help inform description remediation issues and priorities.

• Assist in planning and facilitating weekly staff meetings.

• Assist in calculating and maintaining departmental processing and project metrics

• Regularly attend professional development events focused on description, metadata, and archival theory.

• Represent NYPL on committees in professional organizations, and actively contribute to the field by participation in these professional organizations.

Required Education, Experience & Skills

Required Education & Certifications

ALA-accredited Master’s degree in Library and Information Science or a Master's degree with successful completion of archival training

Required Experience

• 5+ years of experience in an archives or manuscripts repository arranging and describing collections of personal papers and organizational records

• Experience supervising staff and managing projects

• Experience in developing and conducting staff trainings in systems and standards

• Strong background in archival processing and archival theory, including processing collections in all formats (analog, digital, and audio and moving image)

• Knowledge of current issues and emerging trends in archives

• Strong organizational and project management skills

Required Skills

• Demonstrated knowledge of current standards for archival description, cataloging, and archival metadata (DACS, EAD, MARC 21, RDA, DCRM, LCSH, LCNAF, AAT, TGM)

• Strong working knowledge of descriptive tools and systems (ArchivesSpace, FTK, OCLC Connexion, Sierra, RDA Toolkit, MARCEdit)

• Experience using structured query languages such as SQL

• Proficient in XML data analysis with a proven track record of effectively extracting and interpreting data from XML files

• Experience managing documentation and versioning

• Experience with project management tools including Trello, AirTable, and JIRA

• Strong interpersonal and communication skills: ability to listen actively, speak, and write clearly

• Excellent organizational skills and attention to detail

Managerial/Supervisory Responsibilities

• 6-8 direct reports, project/grant dependent

• Conducting project management and staff trainings

More...

Core Values

All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues

• Be Resourceful in solving problems

• Be Curious in all aspects of your work

• Be Welcoming and Inclusive

Work Environment

Office setting

Physical Duties

Assistance with the movement of collection materials and unpacking of supplies

Pre-Placement Physical Required?

No

Union/Non Union

Non-Union

FLSA Status

Exempt

Schedule

• 35 hours scheduled Monday- Friday between 9:00am - 6:00pm

• Schedule subject to change

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).