Archivist, Jane Kessler Memorial Archives, Penland School of Crafts

Position Summary
The Jane Kessler Memorial Archives collects and manages inactive records of enduring value that relate to the history of Penland School of Crafts. The records document the evolution of the institution, its programs and activities as well as key contributions of artists, trustees and personnel who have shaped the institution. Carefully selected artifacts directly related to the school’s programs are also collected. Housed within the archives are photographs, correspondence, account books, trustee minutes, news clippings, publications, oral histories, architectural drawings, objects and ephemera representing Penland School of Crafts’ history from its inception in the 1920s to the present.
The archivist is responsible for the evolution, oversight and management of the Jane Kessler Memorial Archives.  The position is part-time, 24 hours/week, year-round, non-benefits eligible and reports to the Executive Director.
Information in the archives to date tells the early history of the Appalachian School, the founding of the Penland Weavers and Potters in 1923, the events leading up to the 1938 incorporation of the Penland School of Handicrafts (as it was then called), and the accomplishments of the school under the leadership of its directors Lucy Morgan, Bill Brown, Verne Stanford, Hunter Kariher, Ken Botnick and Jean McLaughlin.
Responsibilities
Policies and Procedures

  • Works within Penland’s approval processes to establish and update collections policies using best practices of the Society of American Archivists.
  • Works within the parameters of the school’s collections policies to develop and manage the collections.
  • Creates and maintains an emergency preparedness and recovery plan for the archives.
  • Creates and manages an archives access and use plan, duplication and photography request forms, and a publications permission policy.
  • Develops a retention and destruction policy for the school’s social media platforms in coordination with the communications manager; integrates the archives policy with the school’s overall retention and destruction policy.
  • Develops procedures for transfer and storage of historically significant electronic records; works with the IT manager and deputy director to insure smooth systems access and involvement of key staff.
  • Follows the board-approved gift acceptance policy; brings it to appropriate board committees for periodic review.
  • Keeps the staff and trustees informed of policies and procedures.
  • Communicates the policies and procedures to interested parties as needed.

Accession and record management

  • Handles requests and processes the acquisition of materials to the archives through gifts from individuals, transfers from Penland offices, or purchase.
  • Manages the records/personal papers of key institutional leaders (executive directors, trustee chairs, program directors, long-time affiliated artists, etc.)
  • Identifies out-of-scope materials and handles the de-accessioning of material as needed; thoroughly documenting the process and following all established procedures.
  • Catalogues all materials accepted into the archives; arranges, describes, and stores all materials.
  • Keeps the staff and trustees informed of acquisitions.

Reference

  • Serves as the point of reference as appropriate for questions or needs from the staff, students, instructors, and the general public.
  • Provides reference checks for presentations and published works related to the school’s history.
  • Assists with historical information in support of grant writing and fundraising as requested.

Promotion of school history

  • Serves as school historian when questions arise related to the school’s history.
  • Promotes the history of Penland through archives open houses, exhibits, presentations, and written materials.
  • Works with the Penland communications office to provide a portal to Penland’s history and collections through the website.
  • Represents the institution at professional meetings.

Budgeting/Ordering/Accounting

  • Proposes annual operating and capital budgets for the archives.
  • Follows established procedures for requesting purchase authorizations, placing orders for materials, supplies, equipment for the archives and for submitting invoices and bills as soon as possible. Insures that all orders are placed, received, and accounted for properly.
  • Monitors the archives budget throughout the year.
  • Works with the Executive Director when adjustments to the budget are necessary.

Other Duties as Assigned
Qualifications

  • MA in archival administration or library science with a concentration in archival management is preferred.BA in history, American studies, or related field, with specific training and experience in archival administration is required.
  • Excellent communication and organizational skills, the ability to manage a varied workload, a high level of concentration and attention to detail, good people skills, and the ability to plan and manage a budget.
  • Must work well independently as well as part of a team.
  • Knowledge of computer applications, including word processing, spreadsheet and database management, and electronic cataloging.
  • Basic knowledge in the care and storage of two and three dimensional objects.
  • Knowledge and experience in the digital conversion of legacy photographic processes is a plus.

Physical Requirements
While performing the duties of this job, the employee is regularly required to sit and to work at a computer. The employee is frequently required to use hands to finger, handle or touch objects, tools or controls and to talk fluently and to hear. The employee is frequently required to stand, to walk, and to bend. The employee must regularly lift and/or move objects weighing up to 50 pounds or more. Specific vision required by this job includes close vision.

Compensation

Annual compensation is discussed during the interview process. The part-time position is non-exempt and eligible for vacation, holiday and sick time benefits.
To Apply
The position will remain open until filled, however the initial review of applications will consist of applications received by March 1, 2014. Send resume and cover letter addressing relevant experience and interest in the position and contact information for at least 3 references to Sally Loftis, Human Resources Manager, Penland School of Crafts, PO Box 37, Penland, NC 28765 or sallyloftis@penland.org.
Penland School of Crafts is a national center for craft education offering residential workshops, residencies, community education programs, and exhibitions. Located on 420 acres in the NC Mountains, Penland has 15 teaching studios and 57 historic and contemporary buildings. Penland School of Crafts is an equal opportunity employer with a staff of 65. Penland operates with a $15 million endowment and an annual operating budget of $5.5 million. Penland School of Crafts is an equal opportunity employer.