Nonprofit Organization Archivist Job Description [Updated for 2025]

In the ever-evolving landscape of non-profit work, the role of an archivist has become increasingly crucial.

As non-profit organizations expand their reach, the need for skilled individuals who can maintain, interpret, and safeguard their historical records and documents grows stronger.

But what does an archivist in a non-profit setting really do?

Whether you are:

• A job seeker delving into the specifics of this role,
• A hiring manager drafting the profile of the perfect candidate,
• Or simply fascinated by the realm of archival work,

You’ve come to the right place.

Today, we present to you a customizable Nonprofit Organization Archivist job description template, designed for straightforward posting on job boards or career sites.

Let’s dive right in.

Nonprofit Organization Archivist Duties and Responsibilities

Nonprofit Organization Archivists are tasked with the preservation, cataloging, and management of records and artifacts that hold historical, legal, or cultural significance for the organization.

They are responsible for the safekeeping and accessibility of these materials to staff, researchers, and the public.

Their duties and responsibilities typically include:

• Evaluating and acquiring materials such as documents, photographs, films, or manuscripts that are relevant to the organization’s purpose
• Organizing, cataloging, and classifying archival records to facilitate easy access and retrieval
• Preserving records by implementing methods to prevent deterioration and damage
• Assisting researchers and visitors in accessing archival materials
• Digitizing records and creating digital backups to ensure their preservation
• Developing and maintaining databases or systems to manage archival materials
• Curating exhibits or presentations to promote the organization’s history and mission
• Collaborating with other departments to identify and acquire new materials for the archives
• Conducting research using the archives to assist in the organization’s projects or initiatives
• Ensuring compliance with laws and regulations concerning record keeping and privacy

 

Nonprofit Organization Archivist Job Description Template

Job Brief

We are seeking a dedicated and detail-oriented Archivist for our nonprofit organization.

The Archivist will be responsible for the maintenance, preservation, cataloging, and digitization of our organization’s historical documents and records.

The ideal candidate will have a strong understanding of archival principles and practices, experience with digital preservation strategies, and a passion for preserving history.

 

Responsibilities

• Assess and acquire records and documents relevant to the organization’s history
• Preserve, catalog, and maintain documents and physical records
• Digitize records to ensure their preservation and accessibility
• Organize records and develop classification systems to facilitate access to archival materials
• Provide reference services and assistance to staff and visitors
• Prepare and provide educational presentations and exhibits about the archival collection
• Collaborate with other institutions and researchers to expand the scope of the collection
• Ensure the organization complies with information, privacy, and records management legislation

 

Qualifications

• Proven work experience as an Archivist or similar role
• Strong knowledge of document preservation and restoration techniques
• Experience with archival digitization practices
• Familiarity with record-keeping and cataloging systems
• Proficiency in using databases and content management systems
• Attention to detail and problem-solving skills
• Excellent organizational and communication skills
• Master’s degree in History, Library Science, Archival Science or a related field

 

Benefits

• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Nonprofit Organization Archivist
• Work Environment: This position is typically office-based in the organization’s archives. Some travel may be required for conferences and professional development opportunities.
• Reporting Structure: Reports to the Director of Collections or Archival Services Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and nonprofit sector considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Nonprofit Organization Archivist Do?

A Nonprofit Organization Archivist works primarily in nonprofit organizations where they are responsible for the oversight, cataloging, and preservation of historical documents and materials relevant to the organization.

They organize and classify archival records to ensure their preservation and accessibility for future reference.

This could include a wide range of materials such as photographs, video and audio recordings, letters, reports, and other documents.

Archivists often work closely with organization members to understand the history and significance of the materials, and to identify and acquire new materials for the archives.

They also assist researchers, scholars, and other members of the public in finding and interpreting archival materials.

Additionally, they play a crucial role in digital preservation by converting physical documents into digital formats and organizing digital records.

Nonprofit Organization Archivists may also create exhibits or presentations using archival materials to educate the public or promote the organization.

In all tasks, they adhere to ethical and legal standards related to privacy, copyright, and cultural sensitivity.

Their ultimate goal is to conserve the history and legacy of the organization for future generations.

 

Nonprofit Organization Archivist Qualifications and Skills

An effective Nonprofit Organization Archivist should have the skills and qualifications that align with the job role, such as:

• Knowledge of archival standards and procedures to manage and preserve various types of records and documents.
• Strong analytical and problem-solving skills to determine the best methods for cataloging and preserving documents.
• Excellent attention to detail to ensure the accuracy of cataloging, storage, and retrieval of archival materials.
• Strong communication and interpersonal skills to liaise with stakeholders, donors, and staff, as well as to provide information services to users of the archives.
• Understanding of digital preservation techniques and systems, as well as skills in the use of relevant software.
• Ability to work independently and as part of a team to manage projects and achieve organizational goals.
• Knowledge of copyright laws, confidentiality and data protection principles as they apply to archives.
• Physical abilities that allow them to lift and move boxes of archives, and handle delicate materials.

 

Nonprofit Organization Archivist Experience Requirements

Entry-level candidates for a Nonprofit Organization Archivist role typically possess a Bachelor’s degree in fields such as History, Library Science or Archival Science.

In addition, they might have gained experience through internships or part-time roles in libraries, museums, or historical societies.

Candidates often have experience in cataloguing, preserving, and managing materials and records.

They are expected to know how to use archival management systems, and should have some experience in digitizing physical records and using digital archives.

Candidates with 2 to 3 years of experience may have handled more substantial roles in curating and maintaining collections, and they might have developed strong research skills to assist researchers and scholars in accessing the archives.

Those with more than 5 years of experience often have a Master’s degree in Library or Archival Science.

They may have managed large-scale archiving projects, overseen the work of junior archivists, and developed policies and procedures for an archival program.

Such individuals would be well-suited for senior or managerial roles within the organization.

In addition, archivists often need to have experience with fundraising and grant writing, since many nonprofit organizations rely on these sources for funding.

 

Nonprofit Organization Archivist Education and Training Requirements

Nonprofit Organization Archivists generally require a master’s degree in archival science, history, library science, or a related field.

This advanced education provides them with the necessary knowledge and understanding of preserving, organizing, and accessing historical documents and records.

During their studies, they gain exposure to various aspects of archival work such as document preservation, cataloging, digital archiving, and records management.

Some courses also offer training in specific software tools used for archival work.

Work experience in archives, libraries, or museums is often preferred or required.

These experiences can come through internships, part-time jobs, or volunteer work.

Many employers also value archivists with a knowledge of the subject matter relevant to the collections they would be managing.

For a Nonprofit Organization Archivist, this might mean an understanding of the specific cause or mission of the organization.

While not always required, professional certification can enhance employment prospects.

The Academy of Certified Archivists offers the Certified Archivist credential.

To obtain this certification, candidates must have a master’s degree, professional archival experience, and pass an examination.

Continuing education is important in this field due to the ongoing development of digital archiving techniques and tools.

Archivists often attend workshops, seminars, and conferences to stay up-to-date with the latest advancements in their field.

 

Nonprofit Organization Archivist Salary Expectations

A Nonprofit Organization Archivist earns an average salary of $49,850 (USD) per year.

The salary may vary depending on the size and budget of the nonprofit organization, the level of experience of the archivist, and the geographical location of the organization.

 

Nonprofit Organization Archivist Job Description FAQs

What skills does a Nonprofit Organization Archivist need?

Nonprofit Organization Archivists should have excellent organizational and analytical skills to categorize and assess a wide range of materials.

They should also possess strong communication skills to interact with staff and the public.

They must have a solid grasp of historical research methods and preservation techniques.

Experience with digital archiving and document scanning technologies can also be beneficial.

 

Do Nonprofit Organization Archivists need a degree?

Typically, Nonprofit Organization Archivists need a bachelor’s degree in history, library science, archival science, or a related field.

Some employers may prefer candidates with a master’s degree or extensive work experience in archival science.

Additionally, some positions may require specialized knowledge of a particular historical period or topic.

 

What should you look for in a Nonprofit Organization Archivist resume?

A Nonprofit Organization Archivist’s resume should highlight their education and experience in archival work.

Look for hands-on experience in organizing, preserving, and cataloging materials.

Any experience with digital archiving technologies and software should be prominently featured.

Additionally, any specialized knowledge or skills relevant to your organization’s mission could be beneficial.

 

What qualities make a good Nonprofit Organization Archivist?

A good Nonprofit Organization Archivist should have a passion for history and preserving information.

They should be detail-oriented, organized, and capable of handling delicate and valuable materials.

Good problem-solving skills are crucial for developing innovative solutions to archival challenges.

They should also be adaptable, able to work both independently and as part of a team, and have a commitment to continuous learning.

 

How challenging is it to hire a Nonprofit Organization Archivist?

Hiring a Nonprofit Organization Archivist can be challenging due to the specialized skills and knowledge required for the role.

However, with a clear understanding of the role’s requirements and the organization’s specific needs, it is possible to find candidates with the right mix of education, experience, and passion for the work.

 

Conclusion

And there you have it.

Today, we’ve revealed the core essence of what it means to be a nonprofit organization archivist.

Guess what?

It’s not just about preserving history.

It’s about shaping our understanding of the past, one archival record at a time.

With our comprehensive nonprofit organization archivist job description template and real-world examples, you’re primed and ready to take the next step.

But why stop here?

Immerse yourself further with our job description generator. It’s your handy tool for creating meticulously-detailed job postings or refining your resume to excellence.

Remember:

Every archival record tells a part of a larger story.

Let’s unearth these stories. Together.

How to Become a Nonprofit Organization Archivist (Complete Guide)

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