Head, Archival Processing Section

at Rubenstein Library, Duke University (view profile)
Published June 5, 2023
Location Durham, North Carolina
Category Academic  
Job Type Full-time  
Apply Here https://academicjobsonline.org/ajo/jobs/24906
Cover Letter Requirements Required
Minimum Compensation in Local Currency 72,000
Maximum Compensation in Local Currency 80,000
Hourly or Salary? Salary


Section Head, Archival Processing Section

Job Code/Title: Librarian Rank/TBD

Department: Rubenstein Library Technical Services                          Job Level: 00

Supervisor: Head, Technical Services                                                      Job Family: 29

FTE: 1.0                                                                                                              FLSA Status: Exempt

Ranked:  Yes                                                                                                                           Term:  N/A

Date Created/ Reviewed:  February 2023



Please join us to learn more about the position and ask questions.  We are offering an information session over Zoom where we will share more information about the university, our library, and this position. No registration is needed - just click the link at the listed date and time.  This is in Eastern Standard Time. Participants can login as anonymous, attendee names only seen by panelists.

Tuesday, June 13th at 3:00pm EDT at https://duke.zoom.us/j/95784961587.


Position Summary

The Head of the Archival Processing Section coordinates, manages, and contributes to processing and description of archival, manuscript, and mixed format collections within the David M. Rubenstein Rare Book & Manuscript Library. This includes managing staff responsible for archival accessions and processing and overseeing description and metadata projects for the section according to local inclusive description policies as well as national archival and preservation standards.


Please join us to learn more about the position and ask questions.  We are offering an information session over Zoom where we will share more information about the university, our library, and this position. No registration is needed - just click the link at the listed date and time.  This is in Eastern Standard Time. Participants can login as anonymous, attendee names only seen by panelists.


Tuesday, June 13th at 3:00pm EDT at https://duke.zoom.us/j/95784961587.



Management – 65%

  • Supervises the operation of the Archival Processing Section of the Rubenstein Library’s Technical Services Department (RLTS). Directly manages the work of section staff (currently 7 FTE), and coordinates the work of other Duke Libraries staff participating in the accessioning, processing, and description of archival and mixed format collections.
  • Establishes processing goals and plans project schedules, and ensures section’s output is consistently high quality. Trains staff and conducts quality control for archival catalog records and collection guides produced by the Archival Processing Section. Embraces the Rubenstein Library’s Guiding Principles of Description and ensures consistent development and application of inclusive description practices. Creates and documents workflows, collaborating as needed on issues related to acquisitions, description, discovery, and use of archival materials, navigating complexities such as restricted materials, audiovisual collections, and born digital or electronic records.
  • Oversees staff and workflow for the accessioning of new archival or manuscript materials. Collaborates with RLTS Department Head, Rare Materials Section Head, and RL collectors to manage planning and preparations for new materials entering the archival queue. Occasionally travels in support of RL acquisition.
  • Collaborates with other managers and staff in the RL Technical Services Department in developing the department’s priorities, goals, and in managing shared spaces and workflows. Participates in the planning, review, and implementation of the policies and documentation of the RL Technical Services Department.
  • Participates and contributes to DUL-wide initiatives and committees relating to access, collection discovery, archives, metadata, and integrated library systems. Works to create an environment that promotes inclusion, respect, trust, and accountability.


Archival Accessioning, Processing, and Description – 20%

  • Collaborates with colleagues or independently completes archival and manuscript processing and description projects. Ensures the quality of descriptive records through compliance with national and local standards.
  • Carries out and manages special projects and performs other related duties as assigned, including identifying and overseeing data clean-up and enhancement projects. Plans and develops project work; plans and estimates costs, including selecting and evaluating the work of project staff or interns, as needed.


Professional Engagement – 5%

  • Displays continuing growth in professional and subject knowledge and takes an active interest in the profession. Growth and interest should be demonstrated through continuing development of professional knowledge and abilities, membership and participation in professional organizations, and service to the library, University, or community in a professional capacity.


Other – 10%

  • Works shifts in the RL reading room as assigned, including occasional weekend shifts.
  • Assists with in-depth research questions and offers instruction in appropriate areas of expertise.
  • Other duties as assigned.


Supervisory Responsibilities

  • Supervises 7 employees
  • Recruits and supervises (directly or indirectly) interns, project staff, student assistants, and volunteers, as needed.



It is the expectation that all Duke University Libraries staff members will demonstrate exceptional workplace behaviors in the execution of their specific position responsibilities. These behaviors are customer focus, collaboration, creative problem solving, continuous learning, and a commitment to creating a culture of inclusion that values and respects diversity of perspective, background, and experience. In addition, managers and supervisors are expected to help develop a common vision by providing clear direction and priorities, clarifying roles and responsibilities, and promoting mutual understanding through effective communication.  They are also expected to take the time to effectively plan and evaluate performance, provide feedback, recognition, and coaching, and develop employees to achieve their personal and organizational goals.



Required: Advanced degree in library science, history, public history, cultural studies, or a related field.



Required: Five or more years of experience processing and describing archival or manuscript collections; one or more year professional management or supervisory experience; demonstrated project planning and personnel management experience; knowledge of EAD, DA:CS, and RDA; working knowledge of Microsoft Office, controlled vocabularies and thesauri, OCLC cataloging utilities, ArchivesSpace, and local integrated online library systems; familiarity and prior engagement with library anti-racist and inclusive description practices.


Must be attentive to detail and extremely organized; adaptive to working in a dynamic environment prone to change; excellent interpersonal, oral and written communication skills; ability to work independently and collaboratively as a member of a team; demonstrated commitment to providing outstanding customer service.


Preferred: Two or more years management or supervisory experience; working knowledge or familiarity with DCRM:MSS, DCRM:G, or DCRM:C; training and experience creating Library of Congress Name Authority File records; experience working with institutional records and screening collections for restricted content; knowledge of or experience with best practices associated with accessioning, arranging, and providing access to born digital materials.


Working Conditions

  • Occasionally works in an environment in which exposure to materials containing dust and mold is possible
  • Regularly positions self to reach high and low shelves
  • Occasionally needs to lift or move boxes weighing up to 30 lbs
  • Normal office environment
  • Occasional weekend shifts required
  • Occasional travel required


These statements are intended to describe the general nature and level of work being performed by the employee in this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position. This description is subject to change at any time.



Salary and Benefits

Salary and rank dependent on qualifications and experience; the anticipated range is $72,000-$80,000. Comprehensive benefits package includes 20 days vacation, 14 holidays, 12 days sick leave; health, dental, disability and life insurance and support for professional development and training.



Since its founding in 1924, Duke University has grown into one of the most prestigious private universities in the world and its medical center ranks annually among the top in the nation. The Duke University Libraries are the shared center of the university's intellectual life, connecting people and ideas. The Libraries consist of the Perkins Library, Bostock Library, Rubenstein Rare Book and Manuscript Library, Lilly Library, and Music Library, and the library at the Duke Marine Laboratory in Beaufort. Duke's library holdings of 6.2 million volumes are among the largest of private universities in the United States.


Duke is a diverse community committed to the principles of excellence, fairness, and respect for all people. We recognize that the workplace only truly flourishes with an active presence of different backgrounds and unique abilities. We value the unseen perspective, the unheard voice, and the unnoticed ideas. We hope to give a platform of growth and connection, where employees can be free to produce new ways of thinking to promote inclusion and respect for all. Duke University Libraries encourages an environment where shared goals are reached by exceptional individuals.


Duke's hometown is Durham, North Carolina, a city with vibrant research, medical and arts communities, and numerous shops, restaurants and theaters. Durham is located in the Research Triangle, a growing metropolitan area of more than one million people that provides a wide range of cultural, recreational and educational opportunities. The Triangle is conveniently located just a few hours from the mountains and the coast, offers a moderate climate, and has been ranked among the best places to live and to do business.


Duke offers a comprehensive benefit package which includes both traditional benefits such as health insurance, leave time and retirement, as well as wide ranging work/life and cultural benefits. Details can be found at:  http://www.hr.duke.edu/benefits/index.php.



Cover letter, detailed resume and the names, addresses (mailing and e-mail), and telephone numbers of three references should be submitted to https://academicjobsonline.org/ajo/jobs/24906 . Review of applications will begin immediately and will continue until the position is filled.


Applications which are missing any of the components listed above will not be reviewed.


Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.


Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status. The Duke University Libraries have a strong commitment to Affirmative Action and is actively seeking to increase the racial and ethnic diversity of our staff.