The Senior Reference Archivist works as a crucial member of a small team of archivists to provide critical background material on Harvard University's built environment and land assets for campus planning, new construction projects, maintenance, and renovation to Harvard buildings. The Property Information Resources Center (PIRC) is a fast-paced office with high demand collections. The PIRC provides approximately 30,000 documents to users annually. The Senior Reference Archivist must be able to manage multiple tasks and deadlines in a setting with frequent interruptions and changing priorities.
Reporting to the Lead Archivist, this position is responsible for delivering front-line reference services
Daily management of the reference email account and calls
Providing in-depth research services to a broad a diverse community, e.g. architects, facilities managers, students, faculty, and Deans.
Effectively manage research requests which are complex, time-sensitive, and confidential in nature.
Establishing policies and procedures as necessary to ensure the quality of service and security of the collections.
Independently coordinates and conducts all reference services: conduct reference/research appointments via email, phone, or in-person, assist researchers in the search for materials, and inform all researchers of the specific rules of the collections.
Advise researchers of relevant collections at Harvard and elsewhere
Manage all off-site storage retrieval and refiles for Reference Services
Oversee researchers' reprographic orders; select appropriate vendor based on material condition, coordinate the delivery of electronic content to patrons and retrieval and refilling of archival records (including drawings) from on-site and off-site storage.
Follow-up to ensure that researchers have received the materials needed; occasionally conduct user satisfaction surveys
Communicates openly and effectively with colleagues in a collegial fashion; communicates issues and concerns that affect plans, policies, procedures, and collections in a timely manner.
Conducts trainings on use of the on-line catalogue and PIRC resources. This training needs to be flexible and may be ad-hoc, arranged small groups, or asynchronous videos.
Provide outreach and service equitably, fairly, and in-line with professional ethics and best practices
Keep abreast of news related to Harvard's buildings and land assets.
Review current course offerings, notify faculty of access policies and collaborate with collogues at the University Archives, Francis Loeb Library, and other repositories on academic requests.
Works directly with faculty, deans, and building managers in facilitating access to collections and ensuring that sensitive building information is not released for academic use without proper approval.
Employs standards and best practices in the management of digital records including organization, file naming conventions, proper file formats and using Harvard's DRS to store and retrieve digital records in addition to develops strategies for organizing, preserving, managing and delivering digital archives.
Recognize potential problems that may arise from working with unpublished collections in areas such as copyright, privacy, confidentiality, right-to-know, and ownership.
Compile monthly statistical reports and other metrics as requested
Apply best-practice preservation methodologies to daily work
Supervises distributes and inspects work of student workers as needed.
Assists in hiring and provides training to new employees and student workers.
Contributes to the development and helps maintain PIRC website and social media
Contributes to original cataloging; updating records, adding historical information/resources, to ensure that data is accurate and complete
Contribute to the development and maintenance of PIRC policies and procedures documentation.
May assist in preparing materials for long-term off-site storage
May assist in preparing materials for digitization
May assist with the acquisitions
May make presentations – in-house and at conferences
May provide help create digital exhibitions
May represent repository in at regional or national meetings related to the repository's professional fields
Contributes to special projects as they arise.
PLEASE NOTE: This is a one-year term position ending one year after the start date, with the possibility of renewal.
The dynamism that comes with working at Harvard is largely the result of our diversity. Here, staff, faculty, administrators, and students representing a wide range of ages, races, interests, and backgrounds come together in pursuit of common goals. Together, we strive to provide an environment that values diversity and promotes an inclusive culture.
The work and well-being of the PIRC is profoundly strengthened by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, gender, gender identity, race, ethnicity, age, ability, and more. We actively seek and welcome people of color, women, the LGBTQIA community, persons with disabilities, and people at intersections of these identities, from across the spectrum of disciplines and methods.
PLEASE NOTE: During the current period of Covid-19 related restrictions, this position may start as a remote position, with the transition to onsite in Cambridge when the office reopens.
We continue to monitor the evolving COVID-19 and the lifting of restrictions. We appreciate your understanding and flexibility with our interview process. We will be conducting interviews virtually for selected candidates until further notice.
Salary Grade: 057
Union: 00 - Non Union, Exempt or Temporary
Candidates MUST meet the following basic qualifications in order to be considered for this role:
MLS with Archival concentration or Certified Archivist credentials required
Minimum of two years' experience providing reference services in archives or special collections
Considerable knowledge of planning, architecture, and engineering & Harvard University history; including architectural and historical research methodologies; archival theory and practice and cartographic research methodology highly desirable
Demonstrated ability to provide moderately complex to complex reference service in an archival repository or special collections library.
Excellent in-depth research skills
Comfort embracing change and adaptability to a constantly changing and evolving work environment
Ability to speak in public, analyze research materials, write effectively, and prepare publications
Familiarity with screencast software, like Camtasia
Knowledge of proper care and handling of special collections
Strong attention to accuracy and detail.
Ability to work independently as well as with others in a team-oriented environment.
Familiarity with TMS, Adobe CS, AutoCAD a plus
EQUAL OPPORTUNITY EMPLOYER: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Internal Number: 52823BR
About Harvard University Administration
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.