Position Summary

The Archivist and Records Assistant Intern (the Intern) will assist in assembling, cataloguing, preserving and managing the Institute’s collection of historical information and administrative records with a primary focus on publications and journals not currently available through the Guttmacher Institute website.  The Intern will work primarily with the Administrative Services staff, but will also interact with administrative staff from other departments within the Guttmacher Institute, to assess and prepare the organization’s records for transfer to Backstage Library Works for digitization.

Responsibilities

  • At the direction of the Director of Administrative Services, retrieve, evaluate, and arrange a diverse expanding collection of materials including electronic files, printed publications, and other historical documents.
  • Respond to inquiries from staff and provide regular updates to the Director of Administrative Services on progress of archiving.
  • Assist in making archived materials accessible to a wide range of users.
  • Coordinate shipment of materials, to be sent for digitization, including: packing and unpacking printed materials, coordinating logistics with selected vendor and following up to ensure process is seamless.
  • In accordance with the Institute’s record retention policy, identify and update records to be destroyed; Update records retention master list.
  • Work with staff to identify materials ready for transfer to the archives and/or create a schedule for transfer.
  • Perform other related job duties as assigned by supervisor.

Qualifications

  • Must be actively enrolled in, or recently completed, an accredited Associate’s, Bachelor’s, or Master’s program, with a minimum GPA of 3.0; Recent high school graduates accepted to an accredited college/university or training program for the fall 2019 semester will also be considered.
  • One year of related experience; Experience with document management software strongly preferred.
  • Strong interpersonal communication and customer service skills, with the ability to interact with all levels of staff.
  • Proficiency using MS Word, Outlook, and Excel; Familiarity with MS Access is a plus.
  • Organized with excellent administrative skills.
  • Ability and willingness to work as part of a team.
  • Must be methodical, logical, and possess the ability to follow up proactively on assignments.
  • Ability to conduct independent research.
  • Forward-thinking with an ability to brainstorm and assist in preparing for changing uses of archived information.

Salary and Benefits

Hourly rate: $20 (undergraduate interns) / $25 (graduate and doctoral interns)