Associate, Archives

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Chicago, Chicago, IL, US

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Salary Range: $45,000.00 To $60,000.00 Annually

(Chicago/Hybrid) The Archives Associate will process and archive assets and materials of the Archives’ collection. Working directly with the Sr. Manager of Archives and the Archivist, this position will be responsible for processing and preserving of the digital asset library and archival material that supports the outreach and fundraising efforts to advance the organization’s mission and objectives. The role also supports the Archives’ mission of capturing evidence of the organization, its business practices, historical and cultural purposes, as well as copyright registrations.

We are seeking an individual with a Bachelors’ degree in Library Science or equivalent experience in library studies, archives, digital asset management or a related discipline, with a minimum of 1 year to 3 years’ experience. A Masters’ degree in Library Science is preferred with a minimum of 1 year to 3 years' experience. Additional experience in data processing or content management systems as well as with metadata standards and best practices is required.

Individuals with professional office experience, strong organizational skills as well as attention to detail are requested.

• Follow established archival strategy and best practices for digital materials.
• Process, catalog, and preserve digital assets including photos, videos, digital documents, artifacts, publications, donor premiums, donor proposals, stewardship pieces, and departmental reports.
• Enter assets into the organization’s digital asset management software (D.A.M.) using established metadata strategy.

• Follow established archival strategy and best practices for physical materials.
• Process and catalog archival items accurately and consistently.
• Preserve physical materials including photos, videotapes, papers, artifacts, publications, donor premiums, donor proposals, stewardship pieces, and departmental reports.
• Maintain organization and accessibility of physical archival collections.

• Record usage of raw assets and published content across platforms and publications.
• Maintain accurate usage records to support archival reference and content management.

• Strengthen protection of the organization’s intellectual property.
• Assist with formal submission of copyrighted materials to the U.S. Copyright Office.
• Perform related duties that support copyright registration and protection efforts.

• Assist with fulfilling reference requests from staff and vendors.
• Locate and provide assets and content from archival databases and digital asset management software (D.A.M.).
• Support fundraising, outreach, and educational objectives through timely access to archival materials.

• Develop, create, and manage standard operating procedures.
• Promote consistency and efficiency in archival operations through clear process documentation.

Technical & Individual

Skills:

• Knowledge of archival and librarianship best practices
• Knowledge and experience with cataloging, including metadata standards and best practices
• Experience with data entry and processing or content management systems and functions
• Familiar with video and graphic file formats
• Intermediate level proficiency in Microsoft Office applications (Word, Excel, Outlook,SharePoint,Teams)
• Experience with basic office tasks such as…