Careers

Administrator, Opus Archives and Research Center, Part-Time

OPUS Archives and Research Center is looking to hire a part-time Administrator as soon as possible. The archives house notable collections of important scholars in the fields of depth psychology and other disciplines. Please go to the opusarchives.org website for information regarding the collections. The basic job description is shown below.

Please provide the following in your response:

  1.  Your current Resume
  2. Your contact information and preferred method to contact you.
  3. Please send your information to: admin@opusarchives.org.

 

Position: Administrator, Opus Archives and Research Center, Part-Time

Reports To: OPUS Archives and Research, Board of Directors

Salary Grade: TBD

Objective:

Under the direction of the Archivist, the Administrator manages all aspects of the administrative office and daily operations of OPUS Archives and assists as needed with archival processes and programs.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Business Office

  1. Administrative tasks include oversight of regular business departments including budget adherence and accounting; human resources and payroll; membership and donations through the membership management system; and scholarships. The Administrator tracks requirements for Opus’ non‐profit status, ensuring that standards are followed and all regulatory forms are filed.
  2. The Administrator provides administrative support to the accounting contractor and is responsible for working with the accountant to develop quarterly financial reports for the meetings of the Board of Directors, and works with the accountant and the tax preparer for developing yearly fiscal tax forms, including the IRS 990 and the State of California tax and non‐profit forms.
  3. The Administrator performs basic financial tasks, including accounts payable, petty cash, data entry, and query reports.
  4. The Administrator provides administrative support to the Board of Directors, including coordinating and attending Board meetings; adhering to Opus’s by-laws, Roberts Rules of Order; aiding the Director/Archivist with Board agenda development, report preparation, and presentation; and preparation of the minutes.
  5. The Administrator manages the front lines of operations, including visitor relations, phone calls, and emails; collaborates with Pacifica departments for tours and event activities; coordinates with the Archivist to order business and archival supplies; and interacts with facilities and IT as needed.

 

Opus Library

  1. The Opus Library is located in the First floor OPUS Archives Administrative office area and is overseen by the Administrator.
  2. Duties include maintenance, cataloging, and reference services.

 

Events, Exhibits, and Social Media:

  1. The Administrator works with the curator to order any necessary signage, labels, or supplies for all programs and exhibits. The Administrator is the technical producer of the online virtual exhibits and helps the Archivist to ensure copyrights are observed and permissions are sought.
  2. The Administrator works with other staff to develop and post social media content.

 

Skills and Requirements:

  1. The Administrator must have an understanding of non‐profit administration and financial practices, and experience working with a board of directors.
  2. The Administrator must be detail-oriented with excellent written and oral communication skills, strong organizational skills, and the ability to work independently, as well as, collaboratively in planning and implementing complex projects.
  3. The Administrator must be able to apply discretion or, in the case of collection materials, identify sensitive information that may require restrictions to access.
  4. The Administrator must be proficient in standard office platforms and systems, be able to perform basic tasks in QuickBooks, and possess a working knowledge of Google Docs and or Microsoft Office 365 programs, and various social media platforms.
  5. The administrator experience must include demonstrated knowledge of membership/donor management systems and mass mailing services, as well as online archival collection management systems and an understanding of copyrights in research archives.

 

Additional Duties and Responsibilities include the following. Other duties may be assigned.

  1. Travel to attend professional meetings and seminars.
  2. Maintain supplementary files on supervised employees.
  3. Process time reports and absence requests.
  4. Review work reports, papers, and other records prepared by subordinate personnel for clarity, completeness, accuracy, and conformance with company policies and federal regulations.
  5. Other projects as directed.

 

Supervisory Responsibilities:

Carries out management and supervisory responsibilities in accordance with the organization’s policies and applicable laws.  Responsibilities include interviewing, making hiring recommendations to the board, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Education and Experience:

  1. Minimum qualifications for the position include an ALA-accredited MLIS degree with advanced course work in archival theory and methodology, a Master of Arts degree in archival or library administration, or a Master of Arts in History, or in another humanities field with an emphasis on archival administration and experience working with fragile special collections in an archives, library, or museum setting.

 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the described functions.

Language Skills:

Ability to read, analyze, and interpret general business documents, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from interested parties in the archive such as, but not limited to, students, researchers, and the general public.

Mathematical Skills:

Ability to use basic mathematical skills to assess usage of the archives and provide reporting pertinent to the operation of the archives as requested by the board.

Computer Skills:

Ability to use word processing, spreadsheet, and database applications.  Ability to learn various software programs.  Ability to work with personnel knowledgeable in data processing, programming and programming languages, systems design, problem analysis, and hardware.

Certificates, Licenses, Registrations:

None required.

Knowledge, Skills, and Abilities 

  • Knowledge of archival systems design.
  • Knowledge of information systems storage and security.
  • Skill in assessing employee performance.
  • Skill in demonstrating a professional phone manner.
  • Ability to communicate effectively, orally and in writing, with many levels of employees of various disciplines within various departments and all other internal and external contacts.
  • Ability to travel to meetings and professional seminars as requested by the Board.
  • Ability to conduct a significant amount of planning activities for self and others, and coordinate department activities, as well as those involving participation of other departments.
  • Ability to demonstrate leadership in job performance by example.
  • Ability to take initiative and make decisions within company/departmental guidelines.
  • Ability to guide and delegate to subordinates.
  • Ability to administer employee discipline.
  • Ability to effectively address and resolve conflict.
  • Ability to analyze training needs and conduct training.
  • Ability to accurately perform detail-oriented work.
  • Ability to maintain accuracy, consistency, and quality in a fast-paced, multi-tasked environment and be flexible in changing daily workload priorities as directed.
  • Ability to coordinate and synchronize multiple projects.
  • Ability to function in a controlled environment regulated by archival standards and handle restricted, confidential, private, or personal information.
  • Ability to use MS Word, Excel, and applications and office equipment such as computers, telephone, fax, and copier.

 

Physical Demands and Work Environment  

The physical demands and work environment characteristics described here are representative of those that must be met by an employee in order to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of the job, the employee is regularly required to stand; walk; talk and hear; sit; bend; stoop; use hands to finger, handle or feel; use one or both hands repetitively; grasp simply and lightly; grasp using one or both hands; and to lift and/or move up to 40 lbs.  The employee is occasionally required to push and/or pull; use one or both hands with fine dexterity; use extended and overhead reach with hands and arms.  Normal vision (with corrective lenses, if necessary) is required for the job.  The work environment is usually quiet.

 

 


 

Part-time Archivist

OPUS Archives and Research Center is looking to hire a part-time archivist as soon as possible. The archives house notable collections of important scholars in the fields of depth psychology and other disciplines. Please go to the opusarchives.org website for information regarding the collections. The basic job description is shown below.

Please provide the following in your response:

  1.  Your current Resume
  2. Your contact information and preferred method to contact you.
  3. Please send your information to: admin@opusarchives.org.

 

Position: Archivist, Opus Archives and Research Center, Part-Time Reports To: OPUS Archives and Research, Board of Directors

Salary Grade: TBD

Objective:
The Director of OPUS Archives / Archivist is responsible for oversight of the physical archives, the Legacy Digital Systems, and the OPUS Archives offices located on the campus of the Pacifica Graduate Institute.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. The Digital Lab, and administration.
2. The person in this position establishes policy and provides leadership in the management and use of the archives through the application of modern collection management techniques, creation of standards-based search aids, cataloging (physical and digital), digitization, reference, and research access services along with the delivery and maintenance of the collections in an online environment within the opusarchrive.org website.
3. The Director / Archivist is responsible for the supervision of staff, interns, and volunteers in the archives and the lab, as well as overseeing the Opus budget.
4. The Director / Archivist supervises the Opus Administrator with regard to the Administrator’s execution of duties, which include bookkeeping, donor/member management system, administrative support to the Board of Directors, outreach, programs and events, scholarships, special projects and their administrative support in the archives, human resources, and general office administration.
5. The Director / Archivist serves on the Opus Collection Stewardship Committee for matters involving acquisition, appraisal of collection value to the mission, and care of collections; oversees processing collections, including application of best practices
for arrangement, description, and creation of standardized archival records (EAD, MARC, DACS) for inclusion in the Online Archives of California; identifies items
requiring preservation and conservation work and coordinates such activities; and monitors storage conditions.
6. The Director / Archivist provides or oversees reference assistance in support of the academic and research uses of the collection, including the creation of digital
content from the archive’s collections with appropriate metadata to ensure discoverability and initiating instruction for staff and public users regarding how to effectively and efficiently locate information using appropriate research methodologies and specific resources and discovery tools. The Director / Archivist is required to understand and ensure copyright and rights management issues are in keeping with copyright laws; archival agreements with collection donors, their heirs, or other rights holders; and Opus policy.
7. Minimum qualifications for the position include an ALA-accredited MLIS degree with advanced course work in archival theory and methodology, or a Master of Arts degree in archival administration, or a Master of Arts in History, or in another humanities field with an emphasis on archival administration.
8. The candidate should have three to five years of experience in archival management and administration. In addition, the candidate should be experienced in processing and describing collections using archival standards. Additional Duties and

Responsibilities include the following. Other duties may be assigned.

  1. Travel to attend professional meetings and seminars.
  2. Maintain supplementary files on supervised employees.
  3. Process time reports and absence requests.
  4. Review work reports, papers, and other records prepared by subordinate personnel for clarity, completeness, accuracy, and conformance with company policies and federal regulations.
  5. Other projects as directed.

 

Supervisory Responsibilities:

Carries out management and supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing making hiring recommendations to the board, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Education and Experience:
Minimum qualifications for the position include an ALA-accredited MLIS degree with advanced course work in archival theory and methodology, a Master of Arts degree in archival administration, or a Master of Arts in History, or in another humanities field with an emphasis on archival administration.

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the described functions.

Language Skills:
Ability to read, analyze, and interpret general business documents, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from interested parties in the archive such as, but not limited to, students, researchers, and the general public.

Mathematical Skills:
Ability to use basic mathematical skills to assess usage of the archives and provide reporting pertinent to the operation of the archives as requested by the board.

Computer Skills:
Ability to use word processing, spreadsheet, and database applications. Ability to learn various software programs. Ability to work with personnel knowledgeable in data processing, programming and programming languages, systems design, problem analysis, and hardware.

Certificates, Licenses, Registrations:
None required.

  • Knowledge, Skills, and Abilities
  • Knowledge of archival systems design.
  • Knowledge of information systems storage and security.
  • Skill in assessing employee performance.
  • Skill in demonstrating a professional phone manner.
  • Ability to communicate effectively, orally and in writing, with many levels of employees of various disciplines within various departments and all other internal and external contacts.
  • Ability to travel to meetings and professional seminars as requested by the Board.
  • Ability to conduct a significant amount of planning activities for self and others, and coordinate department activities, as well as those involving participation of other departments.
  • Ability to demonstrate leadership in job performance by example.
  • Ability to take initiative and make decisions within company/departmental guidelines.
  • Ability to guide and delegate to subordinates.
  • Ability to administer employee discipline.
  • Ability to effectively address and resolve conflict.
  • Ability to analyze training needs and conduct training.
  • Ability to accurately perform detail-oriented work.
  • Ability to maintain accuracy, consistency, and quality in a fast-paced, multi-tasked environment and be flexible in changing daily workload priorities as directed.
  • Ability to coordinate and synchronize multiple projects.
  • Ability to function in a controlled environment regulated by archival standards and handle restricted, confidential, private, or personal information.
  • Ability to use MSWord, Excel and various other office equipment such as computer, telephone, fax, and copier.

 

Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of the job, the employee is regularly required to stand; walk; talk and hear; sit; use hands to finger, handle or feel; use one or both hands repetitively; grasp simply and lightly; grasp using one or both hands; and to lift and/or
move up to 40 lbs. The employee is occasionally required to push and/or pull; use one or both hands with fine dexterity; use extended and overhead reach with hands and arms. Normal vision (with corrective lenses, if necessary) is required for the job. The work environment is usually quiet.