Supervisor I, Warehouse and Mail Services

Job Summary

Getty seeks nominations and applications for an experienced, energetic, and creative manager to oversee the Institutional Records and Archives Department.

The department is administratively located in the Getty Research Institute (GRI) and is in charge of selecting, preserving, and managing institutional records of past, current, and future programmatic units of the Getty in all media formats.

It is also in charge of maintaining a records management program, including developing and monitoring retention schedules, managing inactive records stored offsite, developing strategies and policies for managing electronic records, and advising on managing active records.

Reporting to the GRI Associate Director of Collections & Discovery and working in close partnership with staff across the organization, the Head of Institutional Records and Archives will manage a highly integrated records and archives department.

The candidate must have extensive knowledge of archives and records management practices for both analog and digital formats and demonstrate a willingness to work in partnership toward integrating access to information assets across the organization.

The position is charged with the care, preservation, and management of the Getty’s records and with ensuring that the information is available for staff business needs and eventually for a broader public audience.

In addition to being adynamic working member of the department, the Head supervises four full-time professional staff and occasional limited-term staff, volunteers, and interns.

Major Job Responsibilities

• Drive results-focused solutions and develop strategies to resolve complex problems, organizational needs, and priorities.
• Oversee the development, modification, and execution of policies that affect immediate operations and have an organization-wide impact.
• As a member of the GRI’s senior management team, play a primary role in GRI-specific working groups, teams, and strategic planning.
• Proactively contribute to the development of organizational and staff capabilities and contribute to broader information management work across Getty, and with Getty Digital and the art and historical preservation sectors.
• Provide strategic management and promote innovation in managing, accessing, and preserving institutional records.
• Oversee and perform acquisition and processing projects involving appraisal, transfer, accessioning, ingest, description, arrangement, cataloging, preservation, and access for institutional records in all media formats;
• Guide and participate in Getty-wide records appraisal for review, classification, disposition, destruction and / or transfer.
• Integrate the management of electronic content into current workflows and work closely with both Getty Digital and system vendors.
• Work with external donors and make appropriate acquisition choices
• Manage the output of the Getty’s oral history program;
• Oversee and provide access and research services to staff and the public, as appropriate.
• Maintain and provide guidance on privacy of records and protect PPI, as appropriate, respecting both Getty and third-party rights.
• Participate in Getty business and disaster recovery initiatives;
• Mentor and manage staff to accomplish both records management and institutional archives functions concerning information in all formats.
• Oversee and manage the physical collections in multiple storage locations and assist with space planning in the GRI.
• Propose, implement, and manage special projects.
• Advocate for and represent the department through one-on-one engagement, presentations, and training.
• Undertake the usual management tasks such as strategic and program planning, prioritizing work, budgeting, personnel management, reporting, and metrics.
• Contribute to the records / archives professional fields and promote collections and departmental activities through external professional service.

Qualifications

• An MLS or other advanced degree in a related field, or an equivalent combination of education and experience is required.
• Five to seven years of progressive experience, including significant managerial experience, with an interest in creating a team-focused environment in which staff can work in partnership.
• Excellent ability to influence and partner effectively within and across organizational boundaries, to work successfully with a diverse population, and to build and sustain healthy, long-term, multi-project relationships with a wide variety of stakeholders.
• Expert knowledge of records management guidelines and practices, archival standards and practices, and legal and ethical issues related to records and archives management.
• Expert knowledge of ongoing developments and research in the archival profession, particularly in born-digital resource management.
• Expert technological skills, including implementing and managing software systems, data / system implementation and maintenance, metadata management, documentation, and testing.

Knowledge, Skills and Abilities

• Knowledge and / or experience in fields such as archives / special collections, digital archives, and records management theory and practice including issues related to intellectual property, content management, access, and preservation.
• Demonstrated knowledge of the standards of arrangement and description, and familiarity with archival and bibliographic standards, specifically, DACS, Encoded Archival Description (EAD), MARC, and RDA, and experience with archival, bibliographic, and preservation management software such as ArchivesSpace, Feith, Rosetta, Alma, Primo, OpenText Media Management.
• Excellent communication, and client service skills and ability to work in partnership with others; the ability to give presentations to variously sized groups and train staff on core departmental functions.
• Excellent organization and time-management skills; attention to accuracy and detail is essential.
• Ability to meet deadlines, apply policies and procedures consistently, conduct research, and present recommendations.
• Some familiarity with modern European languages.
• Ability to lift 40 lbs repeatedly and work in an off-site warehouse as required; must be comfortable using a pallet jack.
• Driver's license and independent transportation.

Benefits and Perks

Here are just some examples that Getty offers / provides for full-time employees :

• Medical, Dental and Vision insurance coverage, starting on date of hire. Getty pays 75%-95% of the premium, depending on the plan selected.
• 403(b) Employee Investment retirement plan with up to 5% Getty Match
• Getty contribution of 6%, on behalf of employee, to 401(a) retirement account
• Educational Assistance and professional development
• Paid Vacation, Sick and Personal Days
• 12 Paid Holidays
• Many positions have bi-weekly Off-Fridays
• On-Site Fitness Center at Getty Center
• Community service opportunities
2 days ago