Archivist at the Archives & Research Center- Sharon MA
Job Details
Archives & Research Center - Sharon, MA
Full Time
Graduate Degree

About the Archives and Research Center Building and Collections

In 2008, The Trustees opened a Archives & Research Center (the ARC) in Sharon to share and protect the archival collections of the world’s oldest land conservation organization. As mandated by The Trustees Board of Directors, we provide industry-standard care for our physical collections, as well as properly manage our expanding digital resources. The ARC is a hub for research, discovery, and collaboration – serving as the central location for The Trustees’ historical collections, stewardship files, governance records, and other institutional materials.

These collections enable The Trustees to enhance interpretation and education programs at its properties and inform site stewardship and preservation needs. The ARC helps to connect the past, present, and future, learning from what came before to truly shape tomorrow.  We are currently revisiting many archive collections for new information revealing hidden stories of the past - intentionally seeking out previously unrepresented voices and perspectives.

There are two buildings on the Sharon campus. The archivist will oversee the collections at both buildings. The ARC building consists of 15,650 square feet on four floors with 7,500 square feet of climate-controlled storage including 6,000 linear feet of high-density compact shelving. The Maps & Plans Center (MAPC) consists of 3,442 square feet where there are currently over 7,600 individually identified maps, plans, and aerials.


Summary of Position

The Archivist serves The Trustees throughout the Commonwealth to process and preserve the archives of the Trustees and its properties, to oversee records management at the Trustees, and to make these materials discoverable and accessible.

Reporting to the Archives & Research Center’s Manager, the position is primarily based at the Archives & Research Center (the ARC) in Sharon, MA.  The Archivist will work closely with the ARC Manager, the Digital Archivist, and other members of the Cultural Resources team, as well as project hires, interns, and volunteers.  The Archivist will play an active, hands on   role in a fast-paced and service- oriented environment.

The Archivist will collaborate across the organization with all departments, but more specifically with the Land Conservation and the Curatorial  teams, as well as Marketing and Engagement staff.  In addition to internal collaboration, the Archivist will provide in-person and virtual reference services to our members, visitors, scholars, and researchers. The Archivist will help build special collections and archives of high quality and expand the reach and  the impact of  these collections for local, national, and international audiences.


How you will contribute:

Essential Functions: 

  • Participates in all aspects of collecting, processing, organizing, and preserving collections.
  • Develops and implements best practice standards and methods to maintain the collections. This may include but is not limited to the following: inventorying, rehousing, sorting, arranging, and describing archival materials, both analog and digital.
  • Maintains and updates archives and records management policies (including record retention schedules and procedures).
  • Creates accurate archival accession records as well as preliminary surveys and preservation assessments of incoming collections.
  • Creates collection records in our archival collections management system, Qi, and edits and/or enhances existing records to include folder or object details and contextual research.
  • Documents collection administration in Qi and tracks other collection activities, such as loans, conservation work, and publication requests.
  • Oversees the retrieval, pick up and return of materials used in exhibits in museums or at properties.
  • Presents on subjects of expertise internally and externally. 
  • Works with colleagues across The Trustees to review and collect materials. Assesses or provides guidance in the evaluation of potential internal and external acquisitions.
  • Assists with the development of grant ideas and preparing applications for projects to support collection processing, conservation work, and other archives initiatives.


Shared Functions:

  • Works jointly with the Digital Archivist in the acquisition of materials in all formats – from receipt to transfer to permanent storage.

  • Works with the ARC Manager and the Digital Archivist to make these collections accessible through the maintenance of collection and preservation management systems, finding aids, and other tools facilitating discovery of, and access to the holdings of the archives and library.

  • Provides public and internal reference services to a wide variety of users.

  • Actively helps in donor cultivation.


Other Information

Your background and experience include:

Minimum Requirements

  • A graduate degree in library science from an ALA-accredited institution.

  • Four years of successful and increasingly responsible professional experience in archives and/or libraries.

  • Demonstrated knowledge of trends, principles, and practices in archives and special collections.

  • Demonstrated skills in problem-solving, strategic analysis and planning.

  • Ability to provide leadership and vision for special collections, archives, and scholarship.

  • Proven ability to train and manage interns and/or volunteers.

  • Informed knowledge of ethical, legal, and technical matters related to accessioning, deaccessioning, loans, and inventories.

  • Demonstrated ability to work well with a team of diverse professionals to produce a high-quality outcome on time.

  • Strength in oral and written communications and the management of multiple tasks.

  • Familiarity with collections management systems and digital preservation is preferred. 

  • Professional experience in museum settings and/or land conservation organizations is a plus.


Other Skills/Qualifications

  • Demonstrated attention to detail and excellent organizational skills.  

  • Ability to multitask, work well under pressure, and meet demanding deadlines. 

  • Some travel to Trustees properties is required. Valid driver’s license is required

  • Proficient in Microsoft 365 and Office tools (esp. Word, Excel, SharePoint). 

  • Self-directed; ability to take initiative and be a leader. 

  • Ability to anticipate actions needed.  

  • Team player with a positive attitude that supports departmental and institutional goals.

  • Has the ability to be flexible, tolerate ambiguity, adapt to change, and successfully work in a fast-paced, dynamic environment.

  • Ability to lift 40 pounds.


Hours, Salary & Benefits: Additional Information

This is a 40-hour staff position. The Archivist is eligible for benefits offered by The Trustees, including: medical insurance, disability and life insurance, vacation, sick, and personal time, and the option to participate in our 401(k) retirement savings plan.


About The Trustees 

The Trustees is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. Today, the places we care about are going fast, and the forces undermining them, including climate change, are moving faster. Our passion is to protect and share with everyone the irreplaceable natural and cultural treasures under our care. We are funded and supported entirely by our visitors, supporters, volunteers, and more than 70,000 member households. 


The Trustees’ commitment to Diversity, Belonging Inclusion and Equity is to create inclusive spaces of belonging for Trustees staff, members, volunteers, and communities across our organization and 120 plus properties. Read more here

As part of our dedication to an inclusive and diverse workforce, The Trustees are committed to Equal Employment Opportunity without regard for race, color, national origin, ethnicity, gender, protected veteran status, disability, sexual orientation, gender identity, or religion. We are also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures.


In addition to being an Equal Opportunity Employer, the Trustees of Reservations aims to create a thriving, inclusive workplace that values each member of our team. We aspire to reflect and effectively serve the residents and communities of Massachusetts, who are at the core of our mission.


To prevent the infection and spread of COVID-19, and as an integral part of its public health and safety measures, The Trustees of Reservations requires that all successful applicants show proof of full vaccination by an FDA-approved COVID-19 vaccine before beginning employment, unless an exemption from this policy has been granted. Applicants who believe they need an accommodation of this policy because of a disability, sincerely-held religious belief, or otherwise should inform Human Resources after an offer of employment is extended; please do not include any medical, genetic, or religious information on your application materials.