89472 Requisition #

Are you interested in being part of a dynamic team that is growing? The Hoover Institution at Stanford University is seeking enthusiastic and growth-focused candidates for an Archivist position within the Library & Archives. The full-time two year fixed-term position supports the Digital First/Virtual Library Initiative and general operations.


A cover letter and resume are required for full consideration.  Your one-page cover letter should briefly describe your background in academic libraries and archival description and provide examples of past projects and work completed. 


About Stanford University’s Hoover Institution: The Hoover Institution on War, Revolution, and Peace is a public policy research center devoted to the advanced study of economics, politics, history, and political economy—both domestic and foreign—as well as international affairs. 


Founded in 1919 by Herbert Hoover before he became the thirty-first president of the United States, the Institution began as a repository of historical material gathered at the end of World War I.  The library and archives have grown to be among the largest private repositories of documents on twentieth-century political and economic history.  Over time the Institution expanded its mission from collecting archival material to conducting advanced research on contemporary history and economics and applying this scholarship to current public policy challenges. 


With its eminent scholars and world-renowned library and archives, the Hoover Institution seeks to improve the human condition by advancing ideas that promote economic opportunity and prosperity, while securing and safeguarding peace for America and all humanity.



The Archivist is responsible for working independently, as a team member, and a supervisor, to appraise, organize, preserve, arrange, and describe the unique and rare materials of the Hoover Institution Library & Archives’ international collections. The Archivist will contribute to multiple workflows in support of the Library & Archives’ Digital First initiative, including the management of digital time-based media files.



  • Coordinate the appraisal, arrangement, and description of large, complex, multilingual collections of archival materials and/or rare published materials, according to professional standards and current archival and library procedures.
  • Participate in the development of a uniform description environment across Hoover Library and Archives.
  • Participate in the physical preparation of collection materials for shipment and digitization by external vendors in consultation with conversation staff, and the receipt of digital time-based media files and accompanying metadata from external vendors post-digitization.
  • Independently analyze problems and recommends solutions, displaying a high degree of initiative, originality, and judgment in applying archival and library principles and procedures to complex and unique collections.
  • Contribute to the quality control and ingestion of digital files and accompanying metadata in HILA’s digital preservation system in adherence with established technical preservation plans, with a focus on digital time-based media files.
  • Assist with the development of procedures and workflows to support the Library & Archives Digital First/Virtual Library initiative.
  • Collaborate with team members to apply metadata schemas, standards, data elements, and thesauri to provide uniform description and access to Library & Archives collections.
  • Lead the standardization of description of time-based media files in archival finding aids.
  • Participate in the formulation and implementation of project planning, management, and workflow; determines project goals and schedules.
  • Supervise the day-to-day work of library and archives assistants, students and/or staff, including hiring, training, scheduling, assigning and prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and providing performance review input.
  • Assist with outreach and reading room activities, providing orientations and instruction to researchers in how to request and use materials.
  • Collect and maintain statistics, reports, and other metrics to assess and improve functions.
  • Participate in relevant professional activities. 
  • Maintain an active link with the Hoover Library and Archives’ curators.


* The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities.  Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility.  Employees may also perform other duties as assigned.




Education and Experience:

Master’s degree from an ALA-accredited library school or equivalent accredited degree, or a Master’s degree in a related discipline in the humanities or social sciences with formal training in digital asset management for digital time-based media/audiovisual files. 

One to two years’ experience working with archival materials (appraising, organizing, preserving, arranging, and describing), including formal training or experience in working with digital archival materials strongly preferred.


Knowledge, Skills, and Abilities:

  • Demonstrated experience in applying current archival and special collections descriptive practices and principles, including DACS, RDA, LCSH, and/or DCRM(MSS).
  • Demonstrated knowledge of the principles of archival arrangement and description for personal papers and organizational records in many formats, including manuscripts, records, photographs, newspapers, maps, books, posters, audio, moving image, born-digital materials, and other materials.
  • Familiarity with EAD, XML, and other machine actionable metadata schema.
  • Experience with or ability to learn archival or special collections information systems, such as ArchivesSpace.
  • Experience with or ability to learn archival digital asset management preservation systems.
  • Ability to learn, analyze, and utilize existing and emerging metadata standards and practices associated with linked data. 
  • Experience with digital time-based media/audiovisual content, including appraising, organizing, preserving, arranging, and describing digital time-based media preferred.
  • Demonstrated knowledge of preservation standards for born-digital materials.
  • High level of proficiency using PC-based applications (Windows, word processing, spreadsheets) and other computer applications (email, Internet, Integrated Library Systems); ability to keep up-to-date with emerging technologies.
  • Demonstrated ability to organize and prioritize work, with strong project management skills and the ability to use considerable judgment and initiative.
  • Effective at meeting deadlines, adjusting priorities, and working on multiple projects simultaneously.
  • Demonstrated ability to work independently and collaboratively in a fast-paced environment with the flexibility to adjust to changes and reprioritizations.
  • Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  • Experience with, or ability to learn skills for the supervision and training archival assistants.
  • Excellent written, verbal, analytical, organizational, and interpersonal skills required.


Certifications and Licenses:

  • None



  • Must be able to stand for many hours.
  • Perform desk-based computer tasks.
  • Work with books and in places that may be dusty.
  • Frequently twist/bend/stoop/squat, grasps lightly/fine manipulation, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Occasionally stand/walk, reach/work above shoulders, writing by hand, kneel/crawl, climb (ladders, scaffolds, or other).
  • Rarely use a telephone, operate hand controls.
  • Must be able to push and maneuver a fully-loaded cart weighing up to 650 pounds that requires an initial push force up to 50 pounds.  Ability to lift 40 pound boxes or bundles.


*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.



  • May work in confined spaces and at heights 4-10 feet; be exposed to dust and mold; work extended hours, evenings and weekends.



  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.


The Hoover Institution at Stanford University is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. 


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