Library & Archives Assistant Positions

The Hoover Institution Library & Archives is pleased to offer paid part-time and temporary assistant employment opportunities. Library & Archives Assistants participate in a variety of projects related to providing access and description to Hoover collection material under the direction of archivists, librarians, and preservation staff.

Positions are available to those with library and archives experience, various language skills, and/or recent graduates or candidates currently enrolled in a graduate program in archival studies, library science, museum studies, history, or a related field. Training is provided. Assistants must commit to work at least 16-24 hours a week between 8am-5pm, Monday-Friday.

Accessions Assistants

Assist in rehousing and managing incoming collection materials. Responsibilities include: preparing custom, size specific folders and housings; tracking supply inventory across multiple spaces; partnered work to transfer incoming materials into appropriate housings by size and format type while maintaining and documenting original order. Additional tasks may include providing backup to circulation activities, staffing the Exhibit Pavilion, and other duties as assigned.

Cataloging & Processing Assistants

Assist in creating bibliographic records for library materials; arranging, rehousing, and describing archival collections; and appraising special collections materials. Additional duties may include staffing the Library & Archives reference and circulation desks, assisting patrons in the reading room, and other duties as assigned.

Processing & Cataloging Assistants should have experience with organizational office software, including Excel and databases. Preference given to candidates experienced with MARC, Encoded Archival Description, SirsiDynix's Symphony, Archivists' Toolkit, ArchivesSpace, or other collection management tools. Reading knowledge of a foreign language also preferred. The primary languages we are recruiting for are: German, Russian, Polish, Ukrainian, Chinese, Japanese, and Arabic.

Circulation Assistants

Assist with staffing the Library & Archives circulation desk, helping patrons with their requests in our electronic circulation system (Aeon), retrieving and reshelving materials, and assessing and barcoding collection material according to specified criteria. Additional tasks may include helping to monitor and enforce policies in the reading room and other duties as assigned.

Exhibition Assistants

Assist with a variety of ongoing exhibition projects by paging library and archives material; researching and describing historic material and topics; preparing objects for exhibition; helping with the installation/deinstallation and cleaning of displays; documenting object data in spreadsheets or databases (TMS); and staffing the Exhibit Pavilion while open to the public. May include additional duties as assigned.

Preservation Lab Assistants

Assist in the physical rehousing of circulating collection materials. Responsibilities include: preparing custom, size specific folders and housings; tracking supply inventory across multiple spaces; foldering oversize materials to be delivered to patrons in the reading room; and assisting in the organization and inventory of oversize materials storage (involves moving materials longer than 3’ and possibly reaching overhead). May include additional duties as assigned.

Required Qualifications & Physical Requirements

  • Responsible, organized, punctual, conscientious, detail-oriented, and committed to the care of historical documents

  • Excellent interpersonal skills, flexibility, and the ability to work in a team as well as independently

  • Demonstrated ability to learn new technologies, organize and prioritize work, and act with initiative, good judgment, and problem solving skills

  • Effective at meeting deadlines, adjusting priorities, and working on multiple projects simultaneously

  • Experience with organizational office software, including Excel and databases

  • Frequently twist/bend/stoop/squat, grasps lightly/fine manipulation, grasp forcefully, and sort/file paperwork or parts, reach/work above shoulders, and lift/carry/push/pull objects that weigh up to 10 pounds

  • Ability to lift 40 pound boxes and to push and maneuver fully loaded book trucks (push force up to 50 pounds)

Preferred Qualifications

  • Experience working in a library, archives, museum, or other research setting

  • Experience providing customer service to the public

  • Reading knowledge of a foreign language, preferably German, Russian, Polish, Chinese, French, Spanish, Japanese, or Arabic

Application Requirements

All applicants should submit the following documents via email to hoover-library-archives[at]stanford.edu, with the subject line "Hoover Library & Archives Assistant Position":

  • A cover letter addressing which assistant position you are interested in (Accessions, Cataloging & Processing, Circulation Assistant, etc.), your applicable qualifications, and your availability

  • A resume or CV

  • Name and contact information for two references

Applications may be reviewed at any time. U.S. undergraduate and graduate students and international students studying at U.S. institutions are encouraged to apply before these standard annual dates:

Applications for academic year positions must be submitted by September 1st.
Academic Year Assistants work part-time, 16-20 hours/week from September to August.

Applications for summer positions must be submitted by March 15th.
Summer Assistants work full-time, 40 hours/week, for 10-16 weeks from May-September.