Institutional Archivist II

POSTED ON 11/7/2019 CLOSED ON 8/24/2020
J. Paul Getty Trust, The Hired Organization Address Los Angeles, CA Full Time

Job Posting for Institutional Archivist II at J. Paul Getty Trust, The

Job Summary

The J. Paul Getty Trust seeks nominations and applications for an Archivist to assist in managing the institutional records of the Trust and its operating programs: the J. Paul Getty Museum, the Getty Research Institute, the Getty Conservation Institute, and the Getty Foundation. The Institutional Records and Archives Department is administratively located in the Getty Research Institute.  It provides records management services for, and acquires and provides access to archival records of, approximately 145 departments across all programs. 


Reporting to the Head of Institutional Records and Archives, the Archivist will be a member of a highly integrated records and archives department.  The candidate must have knowledge of both archives and records management practices and demonstrate a willingness to work collaboratively towards integrating access to information assets across the organization.  Within the department's environment, the position will take responsibility for supporting basic records and archives activities in one of the Trust's core programs.  Depending on the strengths of the candidate, the position will also act as a specialist/resource in certain core areas of records and archives functions.

Major Job Responsibilities

Under moderate supervision, the successful candidate will:

  •  perform professional level archival accessioning, arrangement, description, cataloging, and preservation for moderately complex collections;
  • participate in records appraisal for review, classification, disposition, destruction and/or transfer;
  • work with front-line and managerial Getty staff to interpret records policies and procedures and gain compliance;
  • develop expertise in managing and preserving electronic records, particularly born-digital;
  • maintain documentation and implement departmental polices and projects;
  • know/learn and apply the history of the organization to daily work;
  • know/learn the scope of the collections, conduct research, and answer reference questions of moderate complexity; and
  • may train and manage interns or work study students.

More specifically, job duties will include:

  • propose and carry out acquisition and processing projects involving appraisal, transfer, accessioning, ingest, description, arrangement, cataloging, preservation, and access for institutional records in all media formats;
  • prepare and maintain finding aids and assist with original cataloging using best practices and standards including DACS, EAD, MARC and various controlled vocabularies;
  • collaborate with Getty departments to perform annual records disposition;
  • execute day-to-day records management circulation operations
  • work collaboratively with departmental staff on internal projects including data/system maintenance, troubleshooting, clean-up projects, documentation, testing, shelf-reading, and user training;
  • compile statistics;
  • participate in working groups and committees within the Research Institute and across the Trust; and
  • promote collections and departmental activities through tours, conference presentations, professional publications, and social media.


  • MLIS from an ALA-accredited library school with emphasis on Records Management or Archives: subject focus in History or a related discipline preferred
  • Minimum 1-3 years of professional experience with archives and/or records management in a cultural heritage or educational setting

Knowledge, Skills and Abilities

  • Thorough knowledge of records management principles and practices, archival standards and practices, and legal and ethical issues related to records and archives management.
  • Thorough knowledge of ongoing developments and research in the archival profession, particularly in born-digital resource management.
  • Technological competencies as required by work duties, including the use of systems such as: records/document management software; ArchivesSpace; ExLibris' Alma and Rosetta; and digital forensic and audio/visual management software.
  • Strong communication, collaboration, and client service skills; the ability to give presentations and train staff in small groups on core departmental functions.
  • Ability to establish and maintain positive and effective working relationships with staff at a variety of levels and with external contacts. 
  • Ability to independently work tactfully and diplomatically.
  • Ability to meet deadlines, apply policies and procedures consistently, conduct research, and present recommendations.
  • Ability to evaluate, apply, maintain, explain and edit procedures and workflows.
  • Some familiarity with modern European languages. 
  • Ability to lift 40 lbs repeatedly and work in an off-site warehouse as required; must be comfortable using a pallet jack.
  • Driver's license and independent transportation.

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