Archives Processing Coordinator - Special Collections & Archives, Colby College

15 Jun 2023 2:45 PM | Anonymous member
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coordinator in SC&A helps to manage the College archives by performing critical processing and discovery tasks for unpublished materials.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.


  • 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


  • 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


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


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.


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


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


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

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