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Processing Archivist

June 23, 2022

Reports to: Director of Library and Archives, Great American Songbook Foundation



The Great American Songbook Foundation in Carmel, Indiana, invites applications for the position of Processing Archivist. GASF maintains/oversees a large and growing archives and music library, as well as a related exhibit gallery and engages both local and national audiences through its multi-disciplinary programming, including providing access to its extensive collections, creating public exhibitions, and offering music-based programs for various audiences.


Headquartered at the Center for the Performing Arts in Carmel, Indiana, the Songbook Foundation advances the rich musical legacy of the American Songbook by curating and preserving a vast archive of items representing the creators, performers, and publishers of this musical genre and making it discoverable; operating a multimedia exhibit gallery; overseeing the Songbook Hall of Fame; offering programs for the public and research opportunities for scholars and artists; and providing educational opportunities for student musicians, including the annual Songbook Academy® summer intensive. The Foundation is a Cultural Affiliate of the Los Angeles-based Grammy Museum®. More information is available at


This role must embrace, lead, and demonstrate our core values of excellence, collaboration, innovation, integrity, and inclusion.


Essential Functions

The purpose of this position is to process and organize the Meredith Willson Papers, which will result in a thorough finding aid of the collection. This position will also make recommendations regarding the storage and order of the collection and suggest pieces that can be used for exhibition, social media, and reference requests.


Reasonable accommodations will be considered to enable qualified individuals with disabilities to perform the essential functions of their role.


  • Arrange and describe the Meredith Willson Papers to the folder level.
  • Rehouse and relabel materials for preservation purposes as needed.
  • Create a finished finding aid in collection management system including the inclusion of digital objects.
  • Advise on project status, recommend solutions to any issues that arise, and provide information regarding the project and collections as required for outreach and reporting purposes.
  • Collaborate with other archives staff, interns, and volunteers to keep the project to the preapproved timeline.
  • Make recommendations for exhibition, social media sharing, and reference and outreach uses.
  • Select materials for digital preservation based on material condition and anticipated research needs.
  • Assist with obtaining copyright approvals for digital preservation and access.
  • Test workflows and advise on best practices for the Songbook Foundation’s new collection management system.


Other duties as assigned and required.


General Competencies

  1. Project Management
  2. Problem Solving/Analysis
  3. Communication Proficiency
  4. Organization
  5. Technical Capacity
  6. Collaboration


Required Education and Experience

Education:   Bachelor's degree in Archival Management, Library Science, History, or related field.

                    Master’s degree in Archival Management or Library Science is highly preferred.


Experience:  A minimum of three (3) years professional archival experience. Experience should include creation and knowledge of MARC records, EAD Finding Aids, DACS metadata standards, Microsoft Office, and Access to Memory or other archival software. Processing experience of collections, including intake, accessions, inventorying, rehoming, organizing, labeling, and finalizing documentation, is required.    


Additional Eligibility Qualifications

  1. Previous experience with processing or organizing archival collections.
  2. Detail-oriented with the ability to organize and prioritize tasks to meet deadlines on large projects.
  3. Knowledge of relevant aspects of archive operations, including understanding of contemporary archival practices, trends, and emerging technologies for managing, processing, and providing access to archival collections in all formats.
  4. Demonstrated consistent accuracy and attention to detail while maintaining a very high level of productivity.
  5. Familiarity with copyright issues associated with archival materials preferred.
  6. Ability to work independently and as a team member in a rapidly changing environment on a variety of simultaneous workflows.
  7. Outstanding verbal and written communication skills, organizational skills, and interpersonal skills.
  8. Encourages teamwork and anticipates and removes obstacles to effective teamwork; seeks to resolve conflicts as they arise.
  9. Appropriately shares information with staff members, ensuring that they and other key contacts across the organization are kept abreast of initiatives, issues, and events internally as well as externally.
  10. Ability to successfully pass a reference check and background investigation.



Supervisory Responsibility

This position does not have supervisory responsibilities but may be asked to help oversee volunteers helping with the project.


Work Environment

This position operates in a professional office environment that requires accountability for our core values which include diversity, equity, and inclusion.

This role routinely uses standard office equipment such as computers, phones, copiers, and filing systems.


Physical Demands

The physical demands described here are representative of those required by an employee to perform the essential functions of this job.

  • Regularly required to talk and hear.
  • Frequently required to sit, stand, walk, use hands, and reach with hands and arms. 
  • Ability to lift/move/carry 35 lb.
  • Ability to climb ladders.


Position Type and Expected Hours of Work

This is a full-time (40 hours per week) position. There may need to be an ability to work additional hours as workload demands.  Hours are primarily 8:30 am – 5:30 pm Monday through Friday.



This position will pay $22.00 per hour and is eligible for full benefits including health, dental, and vision.



Local travel to the main campus or for meetings and events.


AAP/EEO Statement

The Center for Performing Arts and Great American Songbook Foundation provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, gender, national origin, LGBTQ, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.



Please email cover letter and resumé to