Project Archivist, Archives & Research Center, (Sharon, MA)

Posted August 27, 2023

For a period of 18-months, the Project Archivist will work primarily under the direction of the Archives & Research Center Manager with additional supervision from the Digital Archivist. This position is funded by a processing, digitization, and conservation grant from the National Endowment for the Humanities to support a project called “A Tale of Two Communities in Two Centuries.”

This initiative will conserve and process two important sets of archives currently inaccessible in our
collections: the Colonel John Ashley Papers (1755-1818), and the archives of the Boston Natural Areas
Network (1977-2014). Spaced nearly two centuries apart and at geographically opposite ends of the
state, these collections hold powerful opportunities for revealing populations at pivotal moments in

Massachusetts history, offering primary accounts of some of Massachusetts’ historically most under-
represented residents – often women, people of color, or those who are economically disadvantaged.

Boston Natural Areas Network (BNAN) supported the management and maintenance of the 40
community gardens that they owned and provided organizational support to over 150 community
gardens and the more than 10,000 people who garden in the metropolitan Boston area.
https://thetrustees.org/place/boston-community-gardens/

Ashley House (1735) is the earliest surviving house in Berkshire County and was the home of John and
Hannah Ashley. Colonel John Ashley (1709-1802) was one of the wealthiest and perhaps the most
influential early settlers in Sheffield, MA where he owned a grist mill, cider mill, and ironworks. He is
associated with Elizabeth Freeman and her successful court claim for freedom.
https://thetrustees.org/content/elizabeth-freeman-fighting-for-freedom/

The Project Archivist will concentrate on processing the BNAN files and the Ashley House supplementary collections, including the digitization of loose items from the Ashley account books. Initial work will also include overseeing a Photo Collection Assistant who will be organizing and prepping visual materials for digitization by an outside vendor. The Project Archivist will also supervise a Photo Archivist, who will be hired later in the project, to oversee the metadata, file renaming, and cataloging work of the digitized materials.

Both the Ashley House and BNAN collections will be cataloged in Qi, The Trustees’ online collections
management system. Records will be created for each collection’s series and subseries, following local cataloging standards and the requirements for multilevel description found in Describing Archives: A Content Standard (DACS). Additionally, there will be a curated selection of items to highlight each series.

Reporting to the Archives & Research Center’s Manager, the position is primarily based at the Archives & Research Center (the ARC) in Sharon, MA, but the job will require some travel to the Boston office. The Project Archivist will work closely with our team – the ARC Manager, the ARC Archivist, the Digital Archivist, and other project hires, interns, and/or volunteers.
For more information about the Archives & Research Center, please visit:
https://thetrustees.org/place/archives-research-center/

Responsibilities:

Supervise the preparation of BNAN visual materials for out-of-house contractual
digitization.
Arrange, rehouse, and process archival and visual materials from the Boston Natural Area
Network (BNAN) collections, following internal guidelines and established standards and
procedures asspecified by the Society of American Archivists, the Association of Moving
Image Archivists, and other nationally recognized authorities.
Produce a finding aid with robust front matter of the BNAN collection.
Create new catalog records for the BNAN collections in the collection management system, Qi,
following local and recognized standards and best practices for describing archives and graphic
materials.
Curate selections from the BNAN collections to be shared online through the public-facing
online collections catalog.
Process the supplementary Ashley House materials, update the collections finding aid, and
catalog and oversee digitization of select materials.
Create an inventory of Ashley House research materials.
Evaluate current collection storage and, if necessary, rehouse materials in accordance with
best practices.
Oversee the Photo Collection Assistant as well as the Photo Archivist.
Participate in meeting assignments as needed.

Your background and experience include:
Minimum Requirements:
Education and Experience:

Graduate degree in library science from an ALA-accredited institution.
Two years of successful and increasingly responsible professional experience in archives,
libraries, and/or other cultural heritage organizations.
Demonstrated knowledge of trends, principles, and practices in archives and special collections.
Demonstrated skills in problem-solving, strategic analysis and planning.
Ability to provide leadership and vision for special collections, archives, and scholarship.
Proven ability to train and manage project staff, interns, and/or volunteers.
Informed of ethical, legal, and technical matters related to accessioning, deaccessioning, loans,
and inventories.
Demonstrated ability to work well with a team of diverse professionals to produce a high-quality
outcome on time.
Strength in oral and written communications and the management of multiple tasks.
A proven, passionate commitment to the values, mission and purposes represented by The
Trustees.
Familiarity with Boston and a good visual memory is a plus.
Skills/Qualifications:
Demonstrated attention to detail and excellent organizational skills.
Ability to multitask, work well under pressure, and meet demanding deadlines.
Some travel to Trustees properties is required. Valid driver’s license is required.
Proficient in Microsoft 365 and Office tools (esp. Word, Excel, SharePoint).
Knowledge of the Qi collections management system a plus.
Self-directed; ability to take initiative and be a leader.
Team player with a positive attitude that supports departmental and institutional goals.
Has the ability to be flexible, tolerate ambiguity, adapt to change, and successfully work in a
fast-paced, dynamic environment.
Ability to lift 40 pounds.

How to Apply

Hours, Salary & Benefits: Additional Information:
This is a 40-hour a week project funded position lasting 18 months. The Archivist is eligible for benefits
offered by The Trustees, including medical insurance, disability and life insurance, vacation, sick, and
personal time, and the option to participate in our 401(k) retirement savings plan.
Interested candidates should: Fill out the online application at thetrustees.org

No phone calls please.

In addition to being an Equal Opportunity Employer, The Trustees of Reservations aims to create a thriving, inclusive workplace that values each member of our team. We also aspire to reflect and effectively serve the residents and communities of Massachusetts who are at the core of our mission.

Please Note: The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.

Qualifications

Master’s Degree in Library and Information Science from an ALA-accredited institution
or equivalent advanced degree. along with a minimum of one year of cataloging
experience is required for this position.
Knowledge of current archival principles and methods, including arrangement,
preservation practices, and description.
Knowledge of best practices for handling and describing different types of photographic
materials.
Experience working with materials in an archives or special collections setting.
Experience cataloging archives and special collections; experience applying DACS within a
multi- module CMS preferred.
Familiarity with descriptive metadata.
Experience working with digital assets within an archives or special collections setting. Ability
to follow file naming standards, digitization workflows, and digital preservation best
practices.
Excellent organizational skills and the ability to prioritize work while adhering to deadlines.
Strong attention to detail.
Competency in computer applications, including Microsoft Word and Excel, and digital
imaging applications, including Adobe Photoshop and Lightroom.
Demonstrated ability to work well with a team of diverse professionals and volunteers
to produce a high-quality outcome on time.
Must be able to work efficiently and meticulously.
Demonstrated problem solving skills.
Excellent oral and written communication skills.

Other Requirements:
While performing the duties of this job, the Project Archivist is regularly required to lift and/or move
up to 40 pounds unassisted, and climb and reach on step stools and rolling ladders.
Work Environment:
Office setting

About The Trustees:
The Trustees places are open to all, and we thrive by involving as many people as possible in what we do. Founded in 1891 by a group of visionary volunteers, we preserve, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. We aim to protect special places for future generations to enjoy in perpetuity. We have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. We are a non- profit conservation organization funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households. The Trustees offers competitive compensation, as well as the opportunity to be part of a dedicated team across the Commonwealth who love the outdoors and the distinctive charms of New England, and who believe in celebrating and protecting our special places, for everyone, forever.