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Hoping for a career in an academic library? The best way to be a competitive applicant is to gain experience working with professional systems and best practices.

The M.E. Grenander Special Collections, Archives & Preservation hosts an annual graduate assistantship during the academic year (August to May). This position gains firsthand experience working with professional archivists to process and provide access to unique physical and digital archival materials. The department collects, preserves, provides access to, exhibits, and encourages use of the University Libraries' unique manuscript and archival materials.


Serve on the department’s reference desk located in the Reading Room, occasionally answer the telephone, communicate directly with a diverse group of patrons, and assist with reference services for in-person and remote researchers. 

Arrange and describe manuscript and archival collections according to accepted archival practice, including both physical and born-digital materials depending upon the collection. 

Perform routine rehousing of physical materials, including refoldering and reboxing materials in archival-quality enclosures, sleeving photographs and frail materials, and other routine preservation procedures. 

Transfer, process and ingest born-digital records into the department’s preservation storage. 

Use ArchivesSpace to describe archival materials in accordance with Describing Archives: A Content Standard, including writing historical notes, scope and content notes, series descriptions, and folder inventories. 

Upload files into the department’s digital repository for public access.

Digitize materials for researchers upon request using our professional scanners. 

Design and implement an online web exhibits based on archival collections. 

Minimum Qualifications 

  • Must be enrolled in a University at Albany graduate degree program on a full-time basis during each semester of work. 

  • Must have experience working with spreadsheets and web forms. 

  • Must be self-motivated and able to complete tasks in a timely manner and make progress with minimal supervision. 

  • Must be able to frequently lift or shift boxes that weigh 25 pounds or more, occasionally ascend/descend and work atop a step ladder to shelve and store the boxes and frequently move/push a book truck with boxes from one location to another within the department. 

  • The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation. 

Preferred Qualifications 

  • Expected Enrollment in the Masters of Science in Information Science program in the Archives and Records Management or Library and Information Services concentrations.

  • Interest in working within the library and information sciences field, specifically in special collections, archives, or digital libraries. 

  • Understanding of Describing Archives: A Content Standard (DACS). 


  • 20 hours per week. Schedule is flexible, but all hours will be performed during the traditional workweek (Monday-Friday, 9am-5pm). 

  • The work of this position is intended to be performed in person and on-site at the Science Library on the Uptown Campus. 

  • Stipend of $12,000 for the academic year and a tuition scholarship for 9 graduate credits per semester at the in-state rate. 

Applications for the M.E. Grenander Graduate Assistantship are welcome during the April submission window. All applications must be submitted before midnight on April 30th for GAs starting in August. Applications submitted prior to April 1st will not be considered.

Ready to apply?

You will need the following items:

  • resume

  • cover letter specifically addressing the position requirements 

Apply for this Graduate Assistantship