An Archivist manages and organizes storage of records and historic information or collections. Reviews and appraises material, determines items to archive and conditions necessary to preserve materials safely. Develops systems for documenting and organizing material to be archived. May use archival material for research or assist other researchers with access to an archive.
Under the direction of the Archive Director, the Archive Specialist independently manages archival collections and records by inventorying, organizing, describing, preserving, and storing historical documents, photographs, and artifacts in accordance with professional archival standards. Responsibilities include classifying materials using established records systems, maintaining necrology and historical databases, responding to research requests while ensuring confidentiality, and facilitating access to archival resources through reference services and interpretive assistance. The role also supports digitization initiatives, updates collection metadata within archival and photographic management systems, develops exhibits and educational displays, conducts tours, and collaborates with internal departments on historical and record-related projects. Additionally, the Archive Specialist provides administrative and project support to the Director as assigned. The role requires independent judgment, attention to detail, and the regular handling of moderately complex and confidential information.
Responsibilities:
Meets expectations of the applicable One
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Competencies:
Leader of Self, Leader of Others, or Leader of Leaders. Independently manages archival collections by inventorying, evaluating, sorting, and organizing received materials to ensure they are easily accessible and retrievable. Describe and store historical documents and records, physical items, photographs, or collections for long-term retention according to archival standards and practices. Categorize and store documents and artifacts by utilizing the numerical groups already established within the Archives. Provides Director with all references to input into Archives' digital database. (index) Prepare, update, and maintain different binders, especially the necrology records on the sisters. Respond to research inquiries by email, mail, telephone, or in person. Maintain confidentiality with all information. Assist inquirers by locating, accessing, and interpreting archival materials. Maintain Dominion photographs software up to date with recent photographs complete with the metadata. Give tours and/or assist in giving tours of the Archives to others. Create exhibits on historical ministries or items and promote the activities of the Congregation and its Archives. Digitization of collections and ministries' historical documents. Collaborate, support other Departments, and other associates by participating in meetings, presentations, or activities. Attend and take part in interdepartmental meetings. Attend and take part in assigned education events. Provide feedback through Associate Satisfaction surveys and other focus groups/surveys to improve and maintain a great place to work. Assist Director in related tasks assigned.
Job Requirements:
Education/Skills Bachelor's degree in Archive related field required Master's degree preferred Following competencies required Analytical and Critical Thinking Customer Service Orientation Time Management and Prioritization Attention to Detail and Organizational Skills Interpersonal Effectiveness Self-Initiative and Proactive Approach Professional Composure and Resilience Experience Three (3) years of archive experience preferred Experience with personal computers and with Microsoft Office and other office automation systems, including databases required Licenses, Registrations, or Certifications None required In accordance with the
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Health License, Certification and Registration Verification Policy, all Associates are required to obtain the required certifications for their respective positions within the designated time frame.
