Project Archivist & Administrative Associate

About Hebrew Union College

Hebrew Union College is North America’s premier institution of Jewish higher education and the center for professional leadership development within Reform Judaism.

As a multi-campus academic and spiritual learning community, HUC builds vibrant, progressive Judaism in North America, Israel, and around the globe by:

• Studying the great issues of Jewish life, history, and thought with an open, egalitarian, inclusive, and pluralistic spirit
• Educating innovative and visionary clergy and professionals who embody the sustaining values, responsibilities, practices, and texts of Jewish tradition to inspire future generations
• Advancing the critical study of Judaism and Jewish culture in accordance with the highest standards of modern academic scholarship
  
  

At HUC, we are committed to fostering a culture grounded in inclusion, respect, diversity, academic excellence, and professional growth. We value collaboration, innovation, and mission-driven work that strengthens both our institution and the communities we serve.

Position Summary

The Hebrew Union College – American Jewish Archives Division seeks a highly organized, detail-oriented, and professional Archivist/Business Manager with an MLIS or equivalent degree and demonstrated experience in archival practices, administration, and financial operations within a nonprofit or cultural heritage environment.

This position plays a central role in supporting both archival and business operations of the American Jewish Archives. The successful candidate will manage a wide range of archival responsibilities, including arranging and describing manuscript collections, preparing finding aids, cataloging materials using professional archival standards, and providing reference and research assistance to both in-person and remote researchers. Additional archival and project-based duties may be assigned as needed.

In addition to archival responsibilities, the Archivist/Business Manager will support the financial and administrative operations of the division by assisting with budget tracking, invoice and payment processing, donor record management, and coordination of departmental programs and events. This role also serves as a liaison with vendors, caterers, maintenance personnel, donors, researchers, and institutional offices.

Success in this role requires exceptional organizational skills, professionalism, discretion, strong communication abilities, and the capacity to manage multiple priorities in a dynamic and collaborative environment. Preference will be given to candidates with prior experience working in a library, archives, museum, higher education, or other cultural heritage organization.

Essential Responsibilities

Archives Support Responsibilities

• Assist archivists with accessioning, processing, organizing, and reporting on archival collections
• Arrange and describe manuscript and archival materials in accordance with professional standards
• Prepare finding aids and catalog records for collections
• Provide reference and research assistance to researchers both in person and remotely
• Assist in preparing and organizing materials for exhibitions, public programs, digitization initiatives, and research use
• Perform additional archival and project-based duties as assigned
  
  

Financial and Business Operations

• Oversee the processing of vendor invoices, payments, reimbursements, and purchase requests
• Track incoming payments, donations, and departmental expenditures
• Maintain accurate financial records and supporting documentation
• Generate financial and administrative reports as needed
• Assist with preparation and monitoring of departmental budgets
• Maintain donor records and assist with gift tracking and acknowledgments
  
  

Administrative Support

• Maintain organized digital and physical records
• Prepare correspondence, reports, spreadsheets, and presentations
• Serve as a point of contact for vendors, donors, researchers, and institutional partners
• Support departmental communication and day-to-day administrative operations
  
  

Program and Event Coordination

• Coordinate lectures, receptions, meetings, public programs, and special events
• Prepare and distribute invitations, announcements, and event communications
• Track RSVPs and maintain attendee records
• Coordinate event logistics with caterers, facilities staff, and maintenance personnel
• Assist with onsite event management, setup, and hospitality
  
  

Qualifications

Required Qualifications

• MLIS or equivalent degree
• Minimum of one year of experience in an administrative, business, financial, or office management environment
• Preferred experience working with accounting software, donor management systems, or database platforms
• Proficiency with Microsoft 365 applications, particularly Excel, Word, Outlook, and Teams
• Demonstrated ability to manage multiple projects and deadlines simultaneously
• Strong organizational, interpersonal, and written communication skills
• Ability to handle confidential information with professionalism and discretion
• Strong attention to detail and accuracy
  
  

Preferred Qualifications

• Experience working in a library, archives, museum, higher education, or nonprofit environment
• Familiarity with donor stewardship practices
• Experience coordinating events and public programs
• Knowledge of budgeting and financial reporting procedures
• Experience working with spreadsheets and database management systems
  
  

Desired Characteristics

The ideal candidate will be:

• Exceptionally organized and dependable
• Comfortable balancing administrative, financial, and event-related responsibilities
• Service-oriented and collaborative
• Able to work independently while managing competing priorities
• Professional in interactions with donors, vendors, staff, and the public
  
  

Core Values

Employees are expected to model Hebrew Union College’s Core Values:

• Honesty and Integrity
• Kindness and Decency
• Openness and Transparency
• Responsible Empowerment
• Trust and Security
• Diversity and Inclusion
  
  

Equal Opportunity Statement

Hebrew Union College is an Equal Opportunity Employer and a drug-free workplace. We are committed to building a diverse, inclusive, and respectful workforce and comply with all applicable federal, state, and local employment laws, including the Americans with Disabilities Act (ADA). HUC encourages applications from individuals of all backgrounds, experiences, and perspectives.