Jobs and Internships

The Department of the Secretary of State, Maine State Archives is seeking candidates for scanning and indexing services for our Archives Services division located at 6 Elkins Lane in Augusta.

The Maine State Archives strives to make the state’s archival records as accessible as possible while ensuring their careful preservation. The mission of the Maine State Archives is to make the operations of state and local government more efficient, more effective, and more economical through records management by preserving and providing access to the public the permanent historical records of Maine in our custody. 

The Maine State Archives is seeking to fill one full time, contractual position at 40 hours a week working eight hours per day, five days per week. Hours are set at 8:00 am to 4:30 pm, Monday through Friday with a half hour for lunch. Maine State Archives may occasionally adjust the schedule minimally to accommodate either organizational needs or an individual’s schedule on a case-by-case basis or in consideration of holidays, storm days, etc. 

This position will scan or digitally image historical records and prepare them for sharing through an online platform (see additional tasks below). Processing and preparation of the digital image as well as indexing for access are part of the project process. Candidates for this position should provide details in their cover letter regarding their interest in history and/or archives with any experience they may have in handling fragile, historical records. The qualified candidate will possess the knowledge and skills list below.  This position reports to the Digital Archivist.

REPRESENTATIVE TASKS: 

• ·         Prepare historical documents for scanning
• ·         Scan historical documents
• ·         Process and index the associated digital file

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate automated imaging and visual display equipment including electronic keyboard, display screen, and sorted memory to perform document reproduction and indexing functions and services.
• Ability to understand and follow both written and oral directions and to prioritize work within established operating procedures and guidelines.
• Ability to reference and file state records which requires knowledge of filing systems and the ability to apply that knowledge consistently and accurately.
• Comprehensive PC skills which include at a minimum one year’s experience with the basic operation of a pc or equivalent equipment; one year’s experience with MS Word and MS Excel.
• Ability to accurately enter information into a computer, accessing information from a computer, and verifying information on a screen.
• Ability to understand and appropriately operate or learn to operate basic scanning and imaging equipment, including pan, skew, and image correction techniques.
• Attention to detail.
• Willingness to learn proper handling of original archival documents (experience preferred).
• Possess knowledge of imaging and visual display operating practices, procedures, and techniques is preferred.
• Ability to lift, carry, and move boxes of State Agency records weighing up to 40 pounds between workstations, sorting, scanning, and then re-filing records in a prescribed manner for return to the box they are stored in.
• Ability to bend, sit or stand as work requires a good deal of up and down movement.

SALARY:

This is a contract position, managed through a temporary staffing agency. The rate of pay is $20.00 per hour. There are no benefits associated with this position.

Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request. 

TO APPLY:

To apply for this position, please send a message expressing your interest and a resume to Tammy Marks, Archives Director, at tammy.marks@maine.govby October 16, 2023.

Collections Manager, 10 hours/week, part-time/temporary ending December 31, 2024.  $20-$25/hour depending on experience. Work schedule is flexible. Reports to the Chair of the Collections Committee. This position may be renewed depending on available funding.

Position summary

The Old Bristol Historical Society actively solicits donations and loans of materials and objects relevant to the history of the Bristol area. The Collections Manager works with the society’s Collections Committee to further develop the society’s collections and is responsible for the accessioning, cataloguing, processing and preservation of materials and objects, and making the collection accessible to patrons. 

Primary duties

·      New acquisitions

The Manager submits a potential donation to the Collections Committee for review. If approved, the Manager creates an accession record on PastPerfect, completes an inventory of the donation, and creates and sends a thank you letter and deed of gift to the donor. The Manager notes a physical location of the donation.

·      Loaned items

The Manager acquires the loaned items from the loaner or his/her agent. The Manager inventories the loaned items, creates a loan agreement which is sent to the loaner, and applies an incoming loan number to the collection of loaned items. Using the OBHS scanner, the Manager scans all items creating tif files and names these files with the loan number at the core followed by a consecutive item number. These electronic files are stored on 4 external hard drives.

Secondary duties

·      Processes archival collections and creates public electronic records through PastPerfect web edition archives catalog.

·      Catalogs library items by creating public electronic records through PastPerfect web edition library catalog.

·      Catalogs photographic and print items by creating public electronic records through PastPerfect web edition photos catalog.

·      Catalogs objects by creating public electronic records through PastPerfect web edition objects catalog.

·      In all above catalog records, archival vault shelf locations are assigned physically and electronically.

Preferred qualifications

The preferred candidate will hold an MLS or MLIS degree with some experience in a non-academic library, historical society, or small museum, OR, have experience with the following:

·      Utilizing the museum collections management software PastPerfect.

·      Scanning photographs and documents with specific parameters using a flatbed scanner, creating archival and reference image files (tiff and jpeg) through Adobe Photoshop Elements.

·      Utilizing Library of Congress Authorities for person’s names and search terms and creating library records and classifications through the Worldcat online database.

·      Experience processing archival collections, properly housing records, documents, and manuscripts in archival folders, cases, and cartons

·      Utilizing on-line genealogy databases (ancestry, find my past, family search, myheritage, etc.) to create authoritative names for individuals mentioned in documents or seen in photos. These names are added to the PastPerfect People authority.

Review of applications will begin immediately and will continue until the position is filled. To apply, send a cover letter and resume to: OldBristolHistoricalSociety03@gmail.com

 

The Friends of the Maine State Museum is a 501(c)3 nonprofit organization that helps fund special projects and exhibit development at, and provides public outreach and advocacy for, the Maine State Museum. The Development Coordinator for the Friends of the Maine State Museum reports to the Friends’ Director of Membership and Development. They will play an important role in helping to build a network of support for the museum as it prepares to unveil its most significant transformation in 40 years when it reopens in 2025.

Responsibilities:

Marketing and Development

• Maintain membership and donor database
• Assist in the preparation of annual and special appeals mailings
• Prepare acknowledgements for gifts and membership dues
• Assist in programming and special event planning, execution and tracking
• Assist in preparing marketing materials, both print and online

Financial

• Track and manage accounts payable and receivable
• Prepare bank deposits
• Prepare checks for payment and obtain necessary signatures

Clerical

• General clerical duties may include word processing, proofreading, filing, photocopying, answering the telephone
• Taking minutes for FMSM board meetings
• Maintain and update mailing lists
• Oversee bulk mailings
• Monitor inventory and order office supplies
• Other duties as requested by the Director of Membership and Development

The Development Coordinator will be expected to use the following programs on a regular basis (and be comfortable learning new technology as the Friends’ needs evolve): QuickBooks Online, Outlook, MS Office (Word, Excel, Publisher, PowerPoint), Canva, Little Green Light, Constant Contact.

The ideal candidate will have:

• An associates degree or higher
• At least 1 year of office experience, preferably working in nonprofits
• Strong attention to detail
• Good judgment, dependability, and discretion with confidential information
• A warm, welcoming, and diplomatic manner

Experience in museums, fundraising, marketing, graphic design, or bookkeeping are all pluses.

The position is 20 hours a week and on-site at the museum’s temporary offices in Hallowell. Occasional evening and weekend hours will be required. The position pays $19 - $21 an hour (depending on experience) and includes pro-rated paid time off and health insurance.

Review of applications will begin immediately and will continue until the position is filled. To apply, send a cover letter and resume to friends.museum@maine.gov. Use the subject line Development Coordinator.

Job Type: Part-time (20 hours a week)

Salary: $19.00 - $21.00 per hour (depending on experience)

Benefits:

• Health insurance
• Paid time off

The Department of the Secretary of State, Maine State Archives is seeking candidates for a Management Analyst I (MA 1) position for the Records Management Division. 

The Maine State Archives strives to provide knowledgeable support and guidance to state agencies to meet their Records Management needs. The mission of the Maine State Archives is to make the operations of state and local government more efficient, more effective, and more economical through records management by retaining records per approved retention schedules and preserving the permanent historical records of Maine. 

If interested, please read more.

Boothbay Region Historical Society is Hiring!

EXECUTIVE DIRECTOR

The Boothbay Region Historical Society is a small non-profit museum and research center located in Boothbay Harbor, Maine whose mission is to preserve and make available to the public thousands of artifacts, documents, historical photographs, and family stories related to Boothbay region history. The Society is seeking an Executive Director with excellent leadership skills and experience working in a non-profit organization. Duties include, but are not limited to, developing fundraising and membership programs, supervising staff and daily operations, building community outreach programs, recruiting and training volunteers, and managing the society's social media platforms. The Executive Director works closely with the board of trustees and its committees and serves as the face of the Society within the community. This is a year-round, 30-hour per week position beginning at $40,000 with potential to grow and requires working on-site at the Society's museum on a regular basis. For more complete job details, visit boothbayhistorical.org.

Applicants must submit a cover letter and current resume along with contact info for three references, either by email to jobs@boothbayhistorical.org or by mail to "Executive Director Position", Boothbay Region Historical Society, PO Box 272, Boothbay Harbor, ME 04538 by October 7, 2023.

August 18, 2023

Associate Executive Director

The First Amendment Museum is seeking a dynamic, creative, and passionate leader to assist in ushering the museum through our next phase of development.

Our mission is to examine the history and promote the practice and understanding of the First Amendment to the U.S. Constitution and civil discourse. We accomplish our mission by developing this landmark museum with interactive exhibits and programs, relevant online programming, and youth and adult programs and activities, both onsite and around the state, both in person and remotely.

In close collaboration with the board president, interim executive director and board members, the associate executive director will help implement strategies to educate citizens of the United States about the five freedoms guaranteed by the First Amendment: religion, speech, press, assembly, and petition. Along with the director, the associate director will create and maintain a standard of excellence for exhibitions and educational programs with an immediate focus on K-12 students. With the director, the associate director will manage museum staff and volunteers, oversee financial and business operations, create and monitor the annual budget, and assure timely, cost-conscious programming and special events.

Responsibilities

              -      Fundraising development.

               -     Grant writing and administration.

• -          Create a membership and volunteer program.
• -          Report to the board regularly on progress and outcomes.
• -          Build annual budgets.
• -          Establish relationships with local and statewide educators and donors.
• -          Develop key partners for programming opportunities.
• -          Analyze key performance indicators from Google, website, and fundraising efforts.
• -          Implement targeted marketing efforts.
• -          Public speaking

Qualifications

• -          College degree, preferably in education, journalism, law, museum studies, design, communications, philanthropy, or related field.
• -          Leadership and fundraising experience
• -          Personable, outgoing manner
• -          Ability to brainstorm.

Please respond with resume and cover letter and provide three recent job references to

ggannett@firstamendmentmuseum.org

Penobscot Marine Museum in Searsport seeks a contract archivist (1099) for 1,000 hours in 2023/2024. The position, working with our single volume manuscript collection, will fulfill our goal to create online and hard-copy finding aids accessible in-house, locally, within State of Maine, and nationally. This is an excellent opportunity for professionals looking for short-term work. The Project Archivist will have the skills and expertise to complete the project, consulting with the Richard Saltonstall Jr. Curator of Maritime History (Curator) on Penobscot Marine Museum’s cataloguing conventions and institutional history of the archive. The Contract Archivist will report to the Curator.

Duties:

● Create complete catalog records for approximately 500 single volume manuscripts

o Create template for robust bound manuscript catalog records that meet Library of Congress’ National Union Catalog of Manuscript Collections standards

o Attach subject headings to catalog records that identify documents relevant to Museum’s exhibits, program, and scholarship themes

● Provide access online to records locally, within State of Maine, and nationally

o Create and upload records for Maine InfoNet Library System software and National Union Catalog of Manuscript Collections

● Reunite single volumes with larger collections and update the collections-level finding aids

Contract Length and Dates:

● 1,000 hours

● Potential start date of Summer 2023 to potential end date of Summer 2024

● Work 20-40 hours a week between 9am and 5pm on weekdays

Qualifications:

● Graduate of master’s level program in archival studies, library science with a concentration in archives and special collections, museum studies, history, public history, or equivalent experience in the archival field.

● At least 2 years internship or work experience in the archives field

● Interest in maritime history and/or Maine 19th century history

● Excellent computer skills

● Familiarity with PastPerfect a plus, training available

● Must be able to climb stairs

● Proficiency in proper archival handling and rehousing standards

● Self-sufficient, yet willing to ask for assistance from and troubleshoot roadblocks with collections staff.

Compensation

● 1,000 project hours at $18/hour

Review of applicants will begin June 28, 2023 and will continue until the position is filled. Please submit a cover letter, resume, finding aid sample, and three references to Cipperly Good, cgood@pmm-maine.org.

The University of Southern Maine’s Osher Map Library and Smith Center for Cartographic Education has an opening for a full-time Operations and Communications Coordinator. This is an excellent opportunity for a person looking to grow and develop as a museum, library, or cultural heritage operations manager.

The Operations and Communications Coordinator provides project support for the Executive Director and various departments of the Osher Map Library (OML). This includes the management of digital imaging and reproduction requests; gift correspondence; record keeping; the hiring and training of student workers; and event planning logistics. The Coordinator also manages a variety of communication initiatives including: maintaining the general OML email account and phone communication, coordinating social media, website content management related to news and events, creating and distributing monthly e-newsletters to patrons, coordinating exhibition and annual appeal mailings and the creation of promotional materials (working with Marketing), maintaining contact lists, assisting with grant applications, annual reports and exhibition guides, and managing donor and board correspondence.

The Operations and Communications Coordinator will work in collaboration with the Executive Director, staff, or independently to execute special projects from conception to completion and must be able to work under pressure in a highly secure, team-based environment and possess the ability to handle a wide variety of activities and confidential matters. Excellent oral and written communication skills are a must, as is the ability to engage with diverse audiences and stakeholders, including University faculty, staff, and students; K-12 students and teachers; other cultural organizations and community partners (local and national); research scholars; members of the general public; as well as board members and donors.

FMI and to apply (by July 31, 2023), please visit: https://usm.hiretouch.com/job-details?jobID=82087&job=operations-communications-coordinator-osher-map-library

Special Collections & Archives (SC&A) is the repository of Colby College’s rare books, literary materials, and institutional records. The archives processing coordinator in SC&A helps to manage the College archives by performing critical processing and discovery tasks for unpublished materials. The position includes supervision of student assistants and interns in various tasks within a busy library environment and may include reference service tasks when needed. Colby College is committed to a diverse and inclusive work environment where every member of the community feels a sense of respect and belonging.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Manage processing workflows within the College archives; create finding aids and other descriptive tools for manuscript and archival collections in consultation with the College archivist and other SC&A staff
• Serve as primary administrator of ArchivesSpace within SC&A, which has both internal and public interfaces
• Train and collaborate with other staff in effective management of records maintenance systems to assure compliance with records management and retention policies of the College
• Train and supervise student assistants and interns in archival processing best practices and ArchivesSpace data entry tasks
• Maintain documentation and communication of procedures to ensure work consistency and quality
• Remain knowledgeable of archival standards and takes a lead role in implementing standards in SC&A
• In collaboration with the College archivist, work with alumni relations, athletics, and other key campus partners on special commemorative events, Colby College history, and alumni-related projects
• In collaboration with the College archivist, assist with intake of materials (both analog and born digital) into the college archives
• Troubleshoot to identify potential problems, make recommendations, and participate in the development of better processes for storage, maintenance, and searchability of documents and files
• Provide reference services as requested and help to coordinate academic use of materials in order to assist the archives education staff within SC&A and department-initiated programming and exhibition
• Help to create/collect departmental statistics for administrative reports
• Participate on library committees and/or working groups and complete other assignments as needed

QUALIFICATIONS:

• Bachelor’s degree or the equivalent in education and experience
• Minimum of two years of experience in a library, archives, museum, or relevant higher education environment preferred
• Experience with an archival collection management system, such as ArchivesSpace, preferred
• Strong written and verbal communication skills in professional settings
• Ability to establish priorities when working both independently and as a member of a collaborative team
• Demonstrated ability to complete detailed work with minimal supervision and a high degree of accuracy
• Ability to facilitate and improve processes for records organization and retention
• Strong project planning and implementation skills preferred
• Must be flexible, curious and committed to ongoing professional development
• Demonstrates a commitment to valuing diversity and contributes to providing an inclusive working environment
• Valid driver’s license required and must meet Colby’s Fleet Safety Policy requirements

KEY RELATIONSHIPS:

Reporting to the College archivist, this position has significant interaction with faculty, staff, students, and colleagues and programs in the Colby College Libraries.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Computer usage involving repetitive hand/wrist motion is also necessary. Ability to move around campus and to/from the Libraries’ offsite Annex facility is necessary. Occasional lifting up to 30-50 pounds may be required.

CONDITIONS OF EMPLOYMENT:

Successful and satisfactory completion of a background check (including a criminal records check).

SALARY RANGE:

$45,000 - $50,000 based on experience and qualifications

TO APPLY:

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers job posting. Please submit a letter of interest including salary requirements, resume, and the contact information of three professional references. Materials should be addressed to:

Archives Processing Coordinator - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME  04901-8855

Administrative Coordinator

Position Summary

This position supports the Association of Maine Archives and Museums (MAM), a not-for-profit 501(c)(3). MAM is the only professional association representing museums, archives, historical societies, and other collecting institutions in the State of Maine. The Administrative Coordinator works closely with the Executive Director and oversees many of the day-to-day operations for MAM, including support for its online membership database and website, financial management, and event coordinating and support for online and in-person programs. The Administrative Coordinator position is offered as a work from home, hybrid work schedule, with limited in-person meetings. The position requires one in-state attendance to the MAM annual conference each year. Reasonable costs for travel and attendance shall be reimbursed upon approval by an authorized representative of MAM.

Primary Responsibilities

Coordinating online or in-person board meetings and selected committee assignments with associated support materials (meeting notices, reminders, agendas, minutes, etc.);

Providing administrative support including agenda distribution for committee and board meetings and taking of full board and executive committee meeting minutes in collaboration with the board secretary;

Event/meeting/conference coordinating, including hotel, conference rooms, and catering reservations as needed;

Maintaining MAM online presence and resources including primary website, Wild Apricot membership database, event registration, and social media network support;

Typing/data entry, e.g., updating of membership database;

Answering and forwarding telephone, electronic, and written requests for information about and for services provided by MAM as appropriate;

Assisting the Board Treasurer in financial management, including bookkeeping, accounts receivable/payable, and making deposits;

Conducting research and preparing statistical reports (e.g., conference feedback surveys);

Filing appropriate organizational reports with state and federal agencies (e.g., Annual Report/ Charitable Solicitations License/IRS 990);

Maintaining MAM’s files and archives, both physical and digital;

Other duties as assigned;

Requirements:

Ability to work from Maine; must be able to regularly check a post office box and conduct banking business in Maine.

Ability to self-manage and work independently.

Preferred familiarity with Wild Apricot.

Preferred interest in/knowledge of Maine’s cultural heritage field.

Preferred experience in non-profit administrative work.

The position reports to:

Maine Archives and Museums Executive Committee.

Compensation:

This is a contract position.

$23.00 Hourly

20 hours a month

Please send a cover letter, resume, and three professional references to Cipperly Good, MAM Board President, via email at cgood@pmm-maine.org by June 1st, 2023.