Digital Projects Coordinator for the Archives & Special Collections

Position Purpose

In collaboration with the Academy Archivist, the Coordinator is responsible for performing digital reformatting operations that preserve and improve access to library and archival collections and rare books in all formats and that conform to digital library standards and best practices, plus supporting the day-to-day functions of the Academy Archives and Special Collections. These include: managing the acquisition, storage, and retention of Academy records; accessioning and processing collections; and ensuring the care and security of the collections.

Key Accountabilities
  • Digitize materials in a variety of formats and create deliverables to fulfill requests by Academy departments, alumni/ae, outside institutions/individuals, and the Archivist.
  • Assist the Archivist in fulfilling certain requests by performing any necessary background research.
  • Curate and upload digital objects to a digital asset management system using accurate file-naming conventions and apply descriptive metadata as appropriate.
  • Access, arrange, describe, and otherwise process collections, as assigned by the Academy Archivist, in accordance with established archival standards.
  • Create finding aids for new collections, convert older inventories, container lists, and finding aids to EAD (encoded Archival Description) digital documents.
  • Research, plan, and execute both physical and online exhibits and assist in other archival outreach efforts.
  • Assist the Archivist in the management and preservation of the archival materials including the transfer or conversion of audio/visual materials in obsolete formats (slides, cassettes, VHS, etc.) to current formats.
  • Investigate, test and recommend technologies, hardware and software, and maintain specialized hardware and software to capture, create, manipulate, present and save digital items.
  • Staff the Center for Archives & Special Collections during open hours and during scheduled appointments.
  • Assist the Archivist in performing stack maintenance and space allotment in all Archives stacks, both in the library and off-site.
  • Act as the liaison for specific departments on campus (the Communications Department and Institutional Advancement).
  • Assist with documenting archival and special collections procedures.
  • Assist with supervising and training student workers or interns.
  • Occasional shifts at the Circulation Desk to assist students in locating print and non-print resources, and the use of printers, microfilm and circulating media equipment.
Degree of Independent Action Performed

Incumbent is expected to work with a high level of independence and autonomy, and exercise a high degree of initiative, influence, and judgment in decisions impacting staff and department operations.

Expected to solve problems or address issues that require immediate attention.

Direct/Indirect Reports


Internal & External Contacts

Frequent contact with students, General Counsel, Dean of Students office, PEA administrative and academic offices, faculty, coaches, and staff. External contacts may include parents, outside organizations, visitors and local community neighbors.

Position Requirements


  • Bachelor’s degree (in History, English, Archaeology, or a similar field of study)
  • Preferred Certificate in Digital Archival Management OR
  • Library Technology Certificate OR
  • Certificate in Rare Books


  • At least 2 years’ experience supporting library and archives operations or equivalent relevant professional experience
  • Experience working with born-digital materials, legacy media, creating and implementing digitization workflows preservation, digital asset migration, and working with DAMS.
  • Experience using objective and subjective quality control assessments and performing color correction and image manipulation using standard digital imaging software.
  • Experience working with adolescents in an educational setting preferred.

Skills & Knowledge

  • Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.
  • Working knowledge of DACS and a wide range of digital library standards, particularly best practices for digitization.
  • Strategic high-level thinking coupled with the attention to detail necessary for successful planning and execution.
  • Demonstrated ability to collaborate with teammates and clients by building trust and credibility.
  • Ability to build and leverage effective relationships and influence decisions and behaviors through partnering.
  • Strong interpersonal skills with ability to develop and maintain collegial relationships.
  • Excellent communication (written and verbal) skills.
  • Demonstrated ability to work with students by building trust and credibility.
  • Excellent analytical and problem solving skills as well as a strong customer focus.
  • A strict adherence to confidential policies is required.
  • Ability to work independently and handle multiple priorities and deadlines simultaneously.
  • Proficient in MS Office. Demonstrated familiarity with file-management systems and databases. Familiarity with Photoshop, Adobe Acrobat Pro, Adobe SoundBooth, and/or other software for the editing/enhancing of digitized assets.
  • Willingness and ability to learn additional applications as needed.
  • High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
  • Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.