Careers

Current Job Openings

Executive and Development Assistant

Date: August 3,2017
Location: New York, NY
Type: Part-time
Application Due: Open Until Filled
FLSA Status: Non-exempt

SUMMARY

The Executive and Development Assistant (EDA) for the American Jewish Historical Society (AJHS) will be an enthusiastic self-starter who can handle a wide range of administrative and executive support related tasks. They will provide direct support to both the Executive Director and Director of Development and will also serve as a true team player in a dynamic office. The EDA should be able to manage multiple assignments, prioritize, and have the ability to jump in and solve issues as needed. This position offers excellent work experience and skill building opportunities.

The primary hours of work will be Monday thru Thursday, 9:00 am - 5:00 pm, though some weekday evenings may be required. This is an hourly paid position (plus overtime), and compensation will be commensurate with experience. While the position will start as part-time – with limited benefits including vacation accrual – it has the possibility of becoming full-time with full benefits.

MAIN RESPONSIBILITIES (APPROXIMATELY 80%)

  • Serve as Executive Assistant to the Executive Director and provide support to the Development Director.
  • Manage Executive Director’s calendar. Schedule all appointments, travel, public programming, and other meetings with detail.
  • Process all donations, prepare gift acknowledgment letters, and update database records as needed.
  • Collaborate with Finance Office to ensure consistency and accuracy between department databases.
  • Work with Staff Accountant in processing all invoices and credit card reconciliations.
  • Oversee all contracts and pay schedules to ensure bills are paid on time. Includes incoming expected payments and outgoing monthly payments.
  • Answer and redirect incoming phone, mail, and email inquiries.
  • Prepare outgoing mail – including general correspondence and package shipments.
  • Coordinate with vendors to ensure that office and kitchen supplies are stocked and well organized.
  • Maintain accurate electronic and hard copy versions of contact lists for organization’s Board of Trustees and Academic Council.
  • Handle logistics of quarterly Board of Trustees meeting – including meeting packet, correspondence, minutes, and set-up.

ADDITIONAL RESPONSIBILITIES (APPROXIMATELY 20%)

  • Submit facilities requests for maintenance issues, room reservations, technical assistance, copier repair, etc.
  • Assist with special events and public program planning.
  • Other tasks as assigned.

QUALIFICATIONS

Bachelor’s degree or three years of administrative experience. Experience in or desire to work for a not-for-profit organization is preferred.

SKILLS AND ABILITIES

High level of attention to detail and strong commitment to accuracy. Proven ability to learn new software programs. Excellent written and verbal communication skills. Proficiency in MS Word, Excel, PowerPoint and Outlook. Experience in social media and/or graphic design appreciated. Knowledge of Raiser’s Edge a big plus.

ABOUT THE AMERICAN JEWISH HISTORICAL SOCIETY

Founded in 1892, the American Jewish Historical Society is the oldest ethnic, cultural archive in the United States and provides access to more than 30 million documents and 50,000 books, photographs, art, and artifacts that reflect the history of the Jewish presence in the United States from 1654 to the present. AJHS is one of five partner organizations at the Center for Jewish History in New York City.

TO APPLY

Please send your resume and cover letter (including hourly wage requirement) to jobs@ajhs.org with the subject line “Executive and Development Assistant Application.


Digital Archivist and Librarian

Date: August 31, 2017
Department: Library & Archives
Title: Digital Archivist and Librarian
Schedule: Full-time permanent
Supervisor’s Title: Director of Library and Archives

SUMMARY

This position is responsible for contributing to the AJHS archives team via technological and cataloging expertise. The position must also contribute to the management of archival and library collections.

The successful candidate will combine an interest in archives and special collections with knowledge of metadata (and encoding) schema, website management, and data transformation (and management) skills. The candidate must also have excellent written communication skills, the ability to work in a team facing the challenges of updating outdated systems with limited resources, interpersonal negotiation and communication skills, and the ability to learn needed technologies and systems.

ESSENTIAL JOB FUNCTIONS

  • Extensive experience with descriptive metadata standards for museums, libraries and archives, especially MaRC, EAD, and Dublin Core.
  • Proven ability to use markup languages and tools effectively, primarily HTML and XML, alongside CSS or scripting languages like PHP to edit and troubleshoot website.
  • Committed to data interoperability by converting or transforming diverse metadata formats and standards using a wide variety of tools such as CSV, XSLT, Open Refine, MaRCEdit , Python, or other software tools in order to efficiently complete tasks assigned to archivist.
  • Manage AJHS book cataloging, most specifically oversee rare books, ingest processing, and supervise part-time cataloger.
  • Manage the AJHS Drupal website and make changes for needed updates.
  • Encode and manage EAD finding aids using oXygen.
  • Maintain current awareness of digital technologies and participate in local, and national meetings and organizations, sharing information with colleagues.
  • Provide reference backup and archival retrieval as needed.
  • Represent AJHS at committee meetings of the Center for Jewish History, particularly on the cataloging and authorities committees.
  • Supervise volunteers and interns as needed.
  • Other Special assignments as may be assigned.

MINIMAL QUALIFICATIONS AND REQUIREMENTS:

  • Experience with MaRC, EAD, CSS, HTML, XML, and Unix.
  • Proficiency in MS Office Suite and excellent written communication skills.
  • Comfortable with “self-learning” using manuals and documentation, and willingness to learn XSLT/XPath/XQuery.
  • Experience with integrated library systems or archival database content management systems.
  • Knowledge of library and archival authority control in addition to applying subject headings and using controlled vocabularies.

PREFERRED QUALIFICATIONS

  • Familiarity with UNIX operating system and running commands on an operating system.
  • Experience with Drupal and CollectiveAccess, or other content management system software.
  • Understanding of library systems interoperability and how systems communicate via protocols, especially OAI-PMH.
  • Knowledge of digital preservation best practices for born-digital and digitized material.
  • Knowledge of ExLibris products, specifically Aleph, Digitool, Primo, Rosetta.
  • Demonstrated professional activity in both libraries and archives.
  • Knowledge of American Jewish history.

EDUCATIONAL REQIREMENTS

MLS degree from an ALA accredited program.

WORKING CONDITIONS

Participation in regularly scheduled reference/paging duties requiring the ability to use a stepladder and lift boxes (up to 40 lb). Some exposure to dust and mold, as is typical in an archival environment.

American Jewish Historical Society is an equal opportunity employer.

Please send resume and cover letter to jobs@ajhs.org / Subject: DIGITAL ARCHIVIST
Review of Cover Letters and Resumes begins September 13, 2017