Assistant Archivist

The Organization

The Gilder Lehrman Institute of American History (GLI) is the nation’s leading nonprofit and nonpartisan organization dedicated to improving the teaching and learning of American history through educational programs and resources. We serve K–12 teachers and students, honor scholars, and welcome and inform the general public.

Since its founding in1994, GLI has created powerful and meaningful ways to teach and learn history. Focusing on primary sources, the Institute offers teacher seminars, online courses, exhibitions, digital materials, and print publications that enable students of all ages and backgrounds to study the nation’s past.

The Institute brings the work of today’s leading historians into classrooms and homes worldwide. Through public events, publications, posters, videos, exhibitions, essays, and a dedicated website rich in primary sources, GLI brings every period of American history to life. Diverse education programs, including the acclaimed Hamilton Education Program, provide opportunities to explore five centuries of American history. The Gilder Lehrman Affiliate School network comprises millions of students and educators from more than 38,000 schools worldwide.

At the Institute’s core is the Gilder Lehrman Collection, one of the great American history archives. It holds more than 87,000 letters, diaries, maps, pamphlets, printed books, newspapers, photographs, and other objects documenting the nation’s political, social, and economic history from the fifteenth century onward. The Collection is especially strong in the Revolutionary, early national, antebellum, and Civil War periods.

The Position

GLI is currently seeking an Assistant Archivist to provide intellectual and physical access to the Gilder Lehrman Collection. Responsibilities include archival processing and cataloging, securing and managing rights and permissions, digitizing Collection materials, and supporting public programming.

The right candidate will have excellent written and verbal communication skills, be highly organized, demonstrate strong attention to detail, and have the ability to manage multiple requests simultaneously. The Assistant Archivist will be comfortable handling rare and fragile historical documents with care and sound judgment. They will also bring a working understanding of archival principles and enjoy close, patient work with primary sources from the fifteenth through twentieth centuries.

This role reports to the Special Collections Librarian. The position is hybrid, with a minimum of 3 days per week in person and based in New York City. Some weekend and evening hours are required.

Roles and Responsibilities

Archival Processing and Cataloging (60%)

• Process and arrange archival collections, maintaining the original order when possible.
• Create item-level catalog records in the Argus collection management software for new acquisitions.
• Review, edit, and expand on existing catalog records.
• Create condition reports for Collection materials, including new acquisitions, loans, exhibitions, and those slated for digitization, and notify the Special Collections Librarian of concerns.
• Coordinate with the Special Collections Librarian to ensure proper housing and storage of materials.
• Record and update storage locations of Collection materials in Argus, and document the movement of items when they leave and return to their permanent locations.
• Assist in arranging the safe transportation of documents for exhibitions, loans, digitization, and public programs, including scheduling couriers or art handlers and preparing transit paperwork.
• Create and proofread transcripts of archival materials.
• Maintain collateral files for Collection materials (research files, image files, and transcripts) outside of the Argus collection management system.

Rights, Permissions, and Reproductions (10%)

• Research copyright status and secure permissions for external images and materials used in GLI publications, exhibitions, websites, and educational resources.
• Determine rights holders for Collection documents and track when materials enter the public domain.

Digitization (10%)

• Scan and photograph new and existing Collection items to established imaging standards.
• Review images for quality and resolution and remove corrupted or low-quality files.
• Integrate images from outside digitization partners into the Collection’s image files.
• Assist in maintaining the digital file system and support the online catalog.

Public Programming (20%)

• Coordinating with the Curator, prepare documents for public programs, group visits, and loan venues.
• Attend livestreamed ITV programs to support the Curator during the program. ITV programs generally take place on the first Thursday of the month from 7:00 p.m. to 8:00 p.m. Eastern Time.
• Safeguard documents during research visits, tours, and programs.
• Prepare handouts and present Collection materials to students, teachers, donors, and the public.
• Support special projects that require the assistance of the Collection staff, including Development events and Education projects.
• Additional responsibilities as required.

Requirements

• Bachelor’s degree.
• Master’s degree in Library and Information Science, Archives, Museum Studies, or equivalent work experience.
• Demonstrated experience processing and cataloging archival or manuscript collections.
• Demonstrated experience handling fragile historical documents.
• Strong knowledge of American history.
• Punctuality and reliability.
• An ability to handle all situations with a calm and professional approach.
• A can-do attitude and demonstrated ability to problem-solve under pressure.
• Strong interpersonal, verbal, and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Microsoft Office and Google Suite applications.
• Knowledge of Argus or another collections management system is a plus.
• Working knowledge of US copyright, fair use, and rights and permissions practices is a plus.