Duties and Responsibilities
1. Works under the guidance of the UofL’s Archivist for Manuscript Collections and in cooperation with the Museum’s Transitional Librarian to:
a. Coordinate orderly movement of records and materials to the UofL Archives
b. Write the Museum’s archives policy, based on the input from the UofL Archivist for Manuscript Collections and the Museum’s Curators, Educators, and Director.
c. Develop, implement, and document policies and procedures for the orderly transition of the Museum’s archives to UofL Archives.
d. Develop operational record and material retention and transfer policies and procedures that are in concert with the UofL Archive standards, conform to established museum standards, and benefit the unique interest of the Speed Art Museum.
e. Develop borrowing privilege policies and procedures for constituencies including but not limited to Museum staff, docents, UofL faculty, and UofL students.
2. Evaluates the Museum’s archives, records and materials, based on the input of the Museum staff and guidance of the UofL Archivist.
a. Identifies and inventories archives, records and materials to be transferred to the UofL Archives.
b. Identifies and inventories archives, records and materials to be maintained at the Museum.
c. Develops arrangement scheme; arranges the archives, records and materials.
d. Creates DACS–compliant finding aid (Describing Archives Content Standard).
e. Assist in the development of metadata standards.
3. Coordinates and implements the transfer of unique records and materials to UofL, in cooperation with Museum staff and UofL Archives staff.
a. Provides access and establishes workspace in the Speed Art Museum for use by UofL archive and technical service personnel.
b. Prepares donor acknowledgement information for holdings transferred to UofL Archives.
c. Prepares, re-houses, creates box lists, boxes, and transfers holdings to UofL Archives.
d. Maintains inventory of holdings transferred.
4. Implements the Museum’s archive policies and manages routine aspects of the Museum archive operations, including but not limited:
a. Assesses newly identified records and materials for preservation.
b. Identifies and recommends records and materials needing further preservation treatment.
c. Oversee preservation activities.
d. Organizes and arranges textual and non-textual materials according to archival standards.
e. Maintains DACS–compliant finding aid.
f. Works with the office of the registrars to deaccession or dispose of duplicate records and materials having no long-term value.
g. Maintains the Museum Archives correspondence.
h. As access permits, assists Museum staff and docents with research and related questions.
i. As access permits, answers reference questions from the general public.
j. As requested participates in Art History or Curatorial Studies methodology classes to highlight the use of Museum resources for research.
k. Supervises volunteers, interns, work-study students, and others working on archives.
l. Performs other duties as assigned.
1. Advanced degree in Library Science, History, or equivalent training and experience with an emphasis on manuscript and archival theory and practices.
2. Experience with LCSH, DACS, MARC, and EAD
3. Two years archival experience, preferably in an art library.
4. Experience in archive transitions, including development, transferring, and deaccessioning
5. Knowledge of art history.
6. Ability and experience working independently and as a part of a team.
7. Ability and experience establishing goals and priorities, and meeting deadlines.
8. Ability and experience accurately performing detailed work.
9. Ability and experience using judgment and discretion; keeping confidences; and exercising tact and diplomacy.
10. Ability and experience working effectively with staff, volunteers and Museum guests.
11. Excellent oral and written communication skills.
12. Working knowledge of one or more Western European languages
13. Knowledge of Museum Ethics, published by the American Association of Museums, Professional Practices in Art Museums, published by the Association of Art Museum Directors, and basic museum practices.
1. Directly related archives training and experience.
2. Knowledge of archival theory practice, and national and international standards and best practices that govern the arrangement and description of primary sources material.
3. Verbal and written communication skills to fulfill needs of position.
4. Able to pass background screens.
5. Proficient with Microsoft Office software.
6. Ability and experience perceiving, analyzing and working through situations that could impact success.
7. Ability and experience bringing concerns and proposing solutions to management.
Physical Requirements and Working Conditions so that the requirements of the position can be fully met
1. Communicates using English language.
2. Use of telephone and extensive use of computer throughout the workday.
3. Sits, stands, reaches and lifts intermittently throughout the workday.
4. Able to independently reach, lift, push, pull, and move records, materials, equipment and supplies of fifty (50) pounds for extended periods of time.
5. Able to climb ladders, and work in varied environmental conditions that may contain dust and other particulate matter from stored and aged records and materials.
6. Able to function independently, to be flexible for interruptions and changing priorities.
7. Works beyond routinely scheduled hours and on weekends as scheduled and when necessary.