Project Archivist, Maine Historical Society, (Portland, ME)

Posted March 9, 2026

Description

The Maine Historical Society Project Archivist is responsible for the arrangement, description, and professional care of MHS archival and special collections, as well as executing similar services for third-party archival services clients. Duties include archival appraisal; arranging and describing (processing) materials per industry and institutional best practices; implementing short and long-term preservation strategies; creating new and stewarding legacy finding aids using Encoded Archival Description (EAD); and executing collection genre-focused projects like inventories, rehousing, or other preservation and access needs.

The position processes traditional manuscript collections such as personal or family papers, business records, research and family history collections, as well as special collections defined at MHS as maps, atlases, broadsides, ephemera, photographs, original newspapers, architecture and engineering collections. Archival services include conducting similar services for third-party clients.

The detailed oriented position works independently and as part of the MHS Collections & Research department. Departmental duties include reviewing and making recommendations for related museum, library or special collections; supporting Reference staff by facilitating research or access inquiries; reviewing potential new acquisitions; supporting digital projects and strategy implementation; and highlighting MHS holdings through varied audience outlets, including Maine Memory Network (MMN), Maine Connection, public programs, or exhibitions.

2. DIRECT REPORTS

The position does not supervise staff but occasionally supervises volunteers and interns.

Responsibilities

Since work is project based, percentages may vary.

MHS Collection Processing (25%)

Review incoming, existing, un-processed or semi-processed collections; conduct archival appraisals according to MHS’s collecting scope and other considerations.
Arrange, describe, and rehouse materials according to MHS and professional standards, create new hierarchies or work within existing series structures.
Create and update access tools, including EAD finding aids and collection inventories.
Collaborate to organize, manage, and preserve born-digital or newly digitized content digital materials; help establish digitization priorities and make recommendations for MMN.
Review and steward museum objects, books, and special collections materials associated with incoming or legacy archival collections, across formats.
Recommend subject headings for processed archival and special collections.
Help set processing priorities, including for legacy collections.
Other duties as assigned.

Archival Services (35%)

Undertake processing activities as part of MHS’s fee-based archival services, including but not limited to archival appraisal, processing, finding aids, preservation, and digitization.
Support item level cataloging or related activities for client collections or databases.
Work alongside MHS Digital Technician, Digital Archivist, or other MHS staff to implement file-naming schema, organize born-digital collections, create online content or similar work.
Work with the MHS Deputy Director to review potential client collections, author recommendation reports, prepare project budgets, and coordinate collection retrieval.
Other duties as assigned.

Special Projects & Initiatives (30%)

Strengthen preservation, organization, and access across archival and special collections defined as maps, atlases, broadsides, ephemera, original newspapers, photographs, architecture and engineering collections.
Advance focused, project-based work across MHS archival and special collections, including collection surveys, focused preservation and access activities, inventories, and related collection stewardship.
Support digital strategy, space management, and cataloging through defined initiatives.
Other duties as assigned.

Departmental Duties (10%)

Participate in the MHS Collections Team by reviewing or making recommendations for potential acquisitions, preservation and space management strategies, collection policies and procedures, and stewardship.
Support space management and long-term preservation planning.
Author short-form content for MHS’s promotional outlets, such as Maine Connection, newsletters, blogs, or other communications.
Supervise volunteers and interns.
Participate in department and organization-wide meetings, and board related activities upon request.
Support the organization by attending events, conferences, and related activities.
Other duties as assigned.

Qualifications

Required

An advanced degree in Library Science from an ALA accredited program or equivalent, with archives specific course work, experience, or training.
At least two (2) years demonstrated experience with processing paper-based archival collections and archival appraisal.
Up-to-date knowledge of archival preservation requirements, storage methodologies, and descriptive hierarchies.
Demonstrated experience with creating finding aids and building descriptive metadata in EAD.
Demonstrated experience with born-digital collections, digital strategies, and/or familiarity with varied digital file formats.
Strong attention to detail and organizational skills.
Ability to meet deadlines, strong time management and ability to prioritize; ability to multi-task and undertake several projects at once.
Strong communication skills: listening, written, and verbal.
Strong computer skills and ability to learn new programs when needed.
Ability to solve problems in a changing environment; high degree of flexibility, patience and adaptability.
Ability to identify privacy concerns, potential restrictions, and maintain confidentiality in all professional matters.
Willingness to adhere and/or implement institutional protocol or recommendations.
An open and positive attitude and enjoyment working with the public.
Ability to work independently or as part of a group.

Preferred

Familiarity with processing institutional or business archives.
Familiarity with varied special collection mediums and vocabularies.
Experience with processing photographic collections.
Experience working with semi-processed collections.
Experience with museum methodologies, collection handling, and nomenclature.
Experience with Past Perfect Museum Software
Familiarity with Maine history and geography.
Experience within a historical society setting.

Hours and Compensation

WORKING CONDITIONS & PHYSICAL DEMANDS:

This position is performed on-site at one of MHS’s two locations in Portland, Maine. Typically, work is performed at MHS’s P.D. Merrill Center in a collections warehouse environment, with limited natural light. Depending on the project, work may also be conducted at MHS’s Congress St. location in library and collections storage settings.

Public transportation to the Merrill Center is limited. A successful candidate must be able to reliably and independently travel to and from the Merrill Center in the Riverside area of Portland.

Work is performed using basic office equipment (computer, printer, scanner) and archival supplies. The position uses varied software packages, such as Microsoft and Adobe products, as well as bespoke and third-party content management systems. Training is provided for digitization equipment and Adobe photoshop if needed. Work requires standing, sitting, walking, balancing, pushing, lifting, and box shifting. Must be able to lift 25 lbs. with or without assistance and reach above one’s head. Must be able to lift, shift, hoist or handle large format paper-based materials up to 54” wide.

COMPENSATION & SCHEDULE

This position is part-time, scheduled at twenty-six (26) hours per week at an hourly rate of $24 per hour. All work is performed on-site during business hours (Monday-Friday 8-5PM). The schedule’s start and end times are flexible but must be performed within business hours, with a set schedule week to week preferred. Occasional nights and weekends may be required for institutional special events. The position offers room for growth as MHS works to expand archival services. Part-time benefit includes three (3) weeks of vacation and two (2) weeks of sick paid time off. Parking is included at both locations.

How to Apply

DIVERSITY & INCLUSION

MHS promotes a culture of partnership and inclusivity and seeks talented staff from diverse backgrounds. We are an equal opportunity employer and prohibit discrimination and harassment of any kind based on race, color, age, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

HOW TO APPLY

Applicants, please submit:

1. Cover letter

2. Resume with contact information

3. Name and contact information for two (2) professional references

4. Two (2) examples of a completed finding aid (WORD, PDF, or link to EAD/ Online example)

Please email the application packet to:

Cindy Murphy, MHS Office Manager, [email protected]

Preferred method is email, but if materials are postal mailed, please send to: Maine Historical Society / Attn: Cindy Murphy / 489 Congress Street, Suite 2 / Portland, ME 04101-3498.

No phone calls, please.

APPLICATION DEADLINE

Monday April 6, 2026