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Special Collections Associate 


The Academy is currently seeking two part-time Special Collections Associates, one for Collections in Beverly Hills at the Margaret Herrick Library and one for Acquisitions in Hollywood at the Pickford Center for Motion Picture Study.


The Special Collections Associate, Collections supports the department in an operational capacity that includes labeling and barcoding collections and performing general organizational tasks such as refiling, rehousing, and checking location of materials as well as managing supply inventory.


The Special Collections Associate, Acquisitions supports the daily activities of the department relating to the acquisition of archival collections and assists with all aspects of newly acquired archival collections, including basic record creation, rehousing, and barcoding, as well as with the accessioning backlog.



  • Collections:
    • Create labels with bar codes for newly processed and legacy collections.
    • Affix labels with barcodes and container information to archival collection boxes and folders and scan to location.
    • Refile Special Collections materials as needed.
    • Assist with relocation of archival collections related to processing.
    • Assist in surveying location data and storage.
    • Coordinate ordering and restocking of archival supplies.
    • Rehouse archival materials as needed.
    • Assist with submission of digitization projects.
  • Acquisitions
    • Assist with the physical intake and initial recordkeeping in Axiell Collections of all archival manuscript collections received.
    • Unpack, sort, and rehouse incoming collections.
    • Document and process the transfer of archival materials to other Library departments as well as to the Film Archive and Museum collecting departments.
    • Print and affix box labels with barcodes and update location records.
    • Create basic box inventories and archive catalog records.
    • Assess the physical condition and conservation needs of collection materials.
    • Help assess accessioning backlog and prioritize smaller collections for immediate processing.
    • Pull and refile onsite Special Collections materials for research use at the Library.
Position Requirements
  • Bachelor’s degree from an accredited university, preferred, in film studies or related discipline.
  • Strong knowledge of and interest in film history and archival research.
  • Understanding of archival principles and an ability to carefully handle fragile documents.
  • Proficiency in MS Office; working knowledge of library software and databases preferred.
  • Excellent oral, written, and interpersonal communication skills.
  • Strong service orientation and professional demeanor with the ability to work effectively with others.
  • Ability to balance multiple projects while maintaining meticulous attention to detail and staying organized.
  • Ability to work independently and collaboratively while at times under pressure.
  • Must be flexible with changing priorities and projects.
  • Ability to use discretion and maintain confidentiality.


If hired, we require all employees to be vaccinated against COVID-19, unless a medical or religious accommodation is needed as determined on a case by case basis.



Full-Time/Part-Time Part-Time  
Position Special Collections Associate  
Exempt/Non-Exempt Non-Exempt  
Open Date 5/3/2022  
Location Beverly Hills  
About the Organization The Academy of Motion Picture Arts and Sciences is a global community of more than 10,000 of the most accomplished artists, filmmakers and executives working in film. In addition to celebrating and recognizing excellence in filmmaking through the Oscars, the Academy supports a wide range of initiatives to promote the art and science of the movies, including public programming, educational outreach and the Academy Museum of Motion Pictures.
EOE Statement The Academy is committed to equal opportunity in employment and to creating and valuing diversity in its workforce. Maintaining a diverse workforce is important to the Academy. The Academy enforces a strict policy that prohibits discrimination in hiring, training, compensation, promotion, transfer, or termination, whether on the basis of race, color, national origin, religion, sex, disability, age, veteran status, sexual orientation or genetic information. This includes a workplace that is free of all forms of harassment. Also, to help foster diversity, the Academy uses programs that ensure fairness of opportunity, pay, and growth to all applicants and employees. Every employee of the Academy is required to follow this policy and to preserve the Academy’s commitment to diversity.  

This position is currently accepting applications.

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