LISTSERV - ARCHIVES Archives - LISTSERV.MIAMIOH.EDU

This position is responsible for processing personal and business papers, photographs, and ephemera that belonged to Doris Duke and her organization, including physical sorting and archival re-housing of the archives collection, and preparing it for research according to the arrangement scheme designed by the Archivist and in compliance with the DDCF Archives policies and procedures. The position’s duties and responsibilities also include the support of the creation of the institutional archives.

The position also has responsibility for the care and support of the remaining DDCF- and DDF-owned special objects and functional assets. The position is responsible for participating in all aspects of the care, maintenance, display, storage and safety of the special objects and functional assets. Duties include inventorying and automated recordkeeping; supporting movement, location and storage of the special objects and functional assets. The Assistant Archivist coordinates the work of a wide variety of outside contractors including curators, art and building conservators, visiting scholars and artists, and photographers. The position also advises the Archivist on special objects-related issues and activities.

The Assistant Archivist works closely with the staff at the foundation’s operating foundations (Doris Duke Foundation for Islamic Art in Honolulu, HI and Duke Farms Foundation in Hillsborough, NJ. In particular, the position works very closely with the Duke Farms Infrastructure and Guest Services staff to coordinate any activity or work which may have an impact on the special objects and functional assets and on any historic aspects of the property. The position also works closely with the staff at the Newport Restoration Foundation in support of Doris Duke’s former residence, Rough Point, which the foundation funds.

Essential Job Functions (including, but not limited to):

ESSENTIAL JOB FUNCTIONS (including, but not limited to):

• Process collection, following established arrangement scheme

• Organize records, physically and intellectually

• Create electronic records in the foundation’s database system: The Museum System (TMS) from Gallery Systems

• Re-house materials into acid free boxes and folders

• Provide electronic access to the Architectural Drawings & Maps collection. Create and implement a digitization plan for improved access via The Museum System (TMS) database that supports less handling of the delicate blueprints.

• Respond to reference requests as directed.

SPECIAL OBJECTS & FUNCTIONAL ASSETS SUPPORT

• Supports the proper care and cleaning of the special objects and functional assets;

• In consultation with Curatorial and conservation consultants, recommends priorities for long-term care and maintenance of special objects and functional assets;

• Carries out written special objects and functional assets policies and prepares forms for loans, conservation, access, photography, etc, in keeping with professional standards

established by American Association of Museums;

• Manages and manipulates lists, inventories, and appraisals generated by consultants in various forms, enabling general special objects and functional assets reporting and

inputting into (TMS) database.

• Utilizes a comprehensive and up to date automated recordkeeping system (TMS) of the items including disposition, classifying, location and object movement, photographing

and numbering objects, conservation reports, etc;

• Supports the movement and handling of special objects and functional assets including object loans and dispositions, packing, shipping and serving as needed as an art courier for any outgoing loans;

• Works on team projects as needed (i.e. auctions and donations to museums)

• Participates in the work of any staff or outside contractors working in the historic buildings or with special objects and functional assets to ensure special objects and functional assets safety;

• Reviews proposals for special objects and functional assets-related work and advises Archivist;

• Conducts inventory of special objects and functional assets on a regular schedule;

• Supports the maintenance and periodic reorganization of special objects and functional assets storage areas;

• Monitors and orders supplies and equipment for conservation, curatorial, and disaster preparedness needs;

• Participates in the preparation and monitoring of the annual business plan and operating budget for all special objects and functional assets activities.

QUALIFICATIONS REQUIRED (i.e. Skills, Education, and Assistance)

• Master’s degree in Library Science, American History or related field

• Two to three years archival experience

• Knowledge of archival cataloging, records management standards and preservation standards

• Experience in a support role for the care and management of museum special objects and functional assets, preferably in a historic house museum, and with a wide variety of collection materials desired;

• Working knowledge of current professional standards for special objects and functional assets care and maintenance, as established by the American Association of Museums desired

• Strong organizational, writing, and communication skills

• Good communication skills and diplomatic sensitivities when working with diverse constituents and in a non-traditional work environment

• Expertise in special objects and functional assets management computer software, preferably The Museum System (TMS);

• Expertise with Microsoft Office suite, particularly Microsoft Excel

• Strong analytical and problem-solving skills

• The ability to work both independently and collaboratively

• Ability to manage many projects and several priorities simultaneously;

• Proven experience in setting priorities and carrying out projects on deadline

• Experience with computer applications, relational databases, and digital imaging software

• Ability to travel on a limited basis

• The ability to move 40 lb. boxes of materials is preferred.

• Flexibility, adaptability and a sense of humor.

For information on salary and benefits, please contact Jennifer Citarella, Human Resources Associate at 908-243-3634 or [log in to unmask]

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