Archives Assistant

Job Description

Job Description

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

 

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Archives Assistant manages and supervises the Archives Reading Room, providing services to archives patrons which includes Whitman College students, faculty, staff, and alumni, community members and visiting scholars. The position serves as support to the Whitman College and Northwest Archives and assists with all aspects of archives administration, including reference, digitization, instruction, arrangement and description, and preservation of materials in all formats. This is a part-time position working 1040 annual hours (0.5 FTE). This position is funded until June 30, 2029, at which time the position will be reevaluated, and/or eliminated.

PRINCIPAL ACCOUNTABILITIES

Reference, Research, and Instruction Support (70%)

• Conduct reference interviews in person, by phone, post, and email providing patrons access to relevant manuscript, archival, print, and electronic resources. Refer questions to other archives or library staff as appropriate.
• Supervise the Reading Room, providing assistance to archives patrons and ensuring security of materials.
• Manage the main archives email, online booking software, and researcher appointments calendar.
• Maintain patron usage statistics and metrics.
• Page and re-shelve archival materials and rare books including assisting with logistics for class sessions and events
• Oversee the daily operations of the archives when Collections Archivist and College Archivist and Head of Special Collections are absent. 

Digitization and Collection Cataloging (20%)

• Complete digitization project requests and upload materials with appropriate metadata into various access platforms
• Handle correspondence and billing for document and image reproduction services and use permissions. 
• Assist with arrangement and description of manuscript, archival, artifact or digital as directed by the College Archivist and Head of Special Collections. 
• Receive and maintain newspaper and periodical collections housed in the archives, collaborating with Technical Services staff as needed.

Evolving Responsibilities (10%)

• Contribute to additional projects that align with institutional needs, including related to Maxey Museum records management, that will end as the position ends.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Excellent communication and interpersonal skills, with the ability to interact and collaborate with diverse individuals, teams and groups.
• Ability to maintain confidentiality is vital to this position.
• Possess specific computer skills, including standard office applications including Microsoft Suite and Google Drive; have the ability to learn specialized software systems including ArchivesSpace and Adobe Products.
• Possess project management skills including the ability to determine and follow an efficient, sequential workflow and meet necessary deadlines, prioritizing projects as needed.
• Possesses knowledge relating to conducting academic research including understanding how to conduct research without the aid of generative or other Artificial Intelligence (AI) tools. 
• Ability to stay on task in an environment where there are frequent interruptions to routine assignments and special projects.
• Flexibility to handle unforeseen problems and circumstances; ability to exercise independent judgment within specific guidelines and standards and seek assistance from supervisor when clarification is needed.
• Actively and positively contribute to the College’s core values of diversity, equity, inclusion, antiracism and access.
• Ability to page and retrieve boxes weighing up to 30 lbs using the aid of ladders and carts to move boxes from storage shelves to the Reading Room. 
• Strong written and verbal communication skills.

PREFERRED KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of archival practices and archival research.
• Knowledge of, or interest in, the history of Whitman College, the Walla Walla Valley, or the Pacific Northwest.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in related field.
• Experience conducting research within academic libraries.
• OR a combination of relevant education, training, and experience.

Whitman College values diverse pathways to acquiring skills and knowledge and encourages applicants to demonstrate how their background aligns with the role.

PREFERRED QUALIFICATIONS

• Experience working in libraries, archives, or museums.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply.

WORKING CONDITIONS

Work environment is primarily inside the Whitman College Archives, which may include working in elevated or confined areas. The Archives Assistant may be exposed to dust, pollen, and other related contaminants generated by manuscript or archival material. Moving materials weighing up to 30 pounds occurs with varied frequency.

BENEFITS 

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Benefit offerings and eligibility described reflect current offerings and may be subject to change in accordance with College policies and plan documents. Part-time employees enjoy the following benefits:

Medical/Vision Insurances

403(b) Defined Contribution Retirement Plan with a matching contribution after eligibility requirements are met.

Paid Time Off: vacation and sick leave based on hours worked

Tuition Remission – Dependent Children

Employee tuition waiver for two Whitman courses per semester.

Employee Assistance Program

Relocation assistance for eligible employees. 

 

Learn more about benefits eligibility here. 

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin immediately and continue until the position is filled. 

START DATE

August 2026