Associate, Archives

Job Description

Job Description

(Chicago/Hybrid) The Archives Associate will process and archive assets and materials of the Archives’ collection. Working directly with the Sr. Manager of Archives and the Archivist, this position will be responsible for processing and preserving of the digital asset library and archival material that supports the outreach and fundraising efforts to advance the organization’s mission and objectives. The role also supports the Archives’ mission of capturing evidence of the organization, its business practices, historical and cultural purposes, as well as copyright registrations.

We are seeking an individual with a Bachelors’ degree in Library Science or equivalent experience in library studies, archives, digital asset management or a related discipline, with a minimum of 1 year to 3 years’ experience. A Masters’ degree in Library Science is preferred with a minimum of 1 year to 3 years' experience. Additional experience in data processing or content management systems as well as with metadata standards and best practices is required. Individuals with professional office experience, strong organizational skills as well as attention to detail are requested.

Essential Job Responsibilities Include:

Manage and Preserve Digital Archival Assets

• Follow established archival strategy and best practices for digital materials.
• Process, catalog, and preserve digital assets including photos, videos, digital documents, artifacts, publications, donor premiums, donor proposals, stewardship pieces, and departmental reports.
• Enter assets into the organization’s digital asset management software (D.A.M.) using established metadata strategy.

Process, Catalog, and Preserve Physical Archival Materials

• Follow established archival strategy and best practices for physical materials.
• Process and catalog archival items accurately and consistently.
• Preserve physical materials including photos, videotapes, papers, artifacts, publications, donor premiums, donor proposals, stewardship pieces, and departmental reports.
• Maintain organization and accessibility of physical archival collections.

Track and Document Asset Usage

• Record usage of raw assets and published content across platforms and publications.
• Maintain accurate usage records to support archival reference and content management.

Support Intellectual Property Protection

• Strengthen protection of the organization’s intellectual property.
• Assist with formal submission of copyrighted materials to the U.S. Copyright Office.
• Perform related duties that support copyright registration and protection efforts.

Provide Archival Reference and Retrieval Support

• Assist with fulfilling reference requests from staff and vendors.
• Locate and provide assets and content from archival databases and digital asset management software (D.A.M.).
• Support fundraising, outreach, and educational objectives through timely access to archival materials.

Develop and Maintain Standard Operating Procedures

• Develop, create, and manage standard operating procedures.
• Promote consistency and efficiency in archival operations through clear process documentation.

Technical & Individual Skills:

• Knowledge of archival and librarianship best practices
• Knowledge and experience with cataloging, including metadata standards and best practices
• Experience with data entry and processing or content management systems and functions
• Familiar with video and graphic file formats
• Intermediate level proficiency in Microsoft Office applications (Word, Excel, Outlook,SharePoint,Teams)
• Experience with basic office tasks such as typing, filing and scanning
• Strong organizational skills that reflect an ability to manage projects and prioritize work.
• Experience with basic office tasks such as typing, filing and scanning
• Highly organized with the ability to simultaneously manage multiple projects with competing deadlines
• Demonstrated ability for accuracy and attention to detail, and analytical thinking
• Must be self-motivated and proactive with the ability to work independently with minimal direction
• Strong ability to work collaboratively with a diverse team of end users
• Requires the ability to work effectively and maintain concentration while performing repetitive tasks

The Fellowship is an organization of bridge builders whose vision is that Jews and Christians will reverse their 2,000-year history of discord and replace it with a relationship marked by dialogue, understanding, respect and cooperation. Together we are able to help more than a million Jews in need each year. Our success is built on a culture that celebrates the differences in who we are, what we have experienced, and how we think.

Come and experience all that The Fellowship offers, including the ability for you to make an impact in a global nonprofit with collaborative team members, professional growth opportunities and mission focused work. We have great benefits, newly designed offices and are located on Wacker Drive, across from the Chicago Riverwalk. Please submit your resume and salary requirements.

Key words: Archives, digital assets, physical assets.

We are an equal opportunity employer (EOE).