On-Site Special Collections Director

WHO IS HERITAGE WERKS?

Heritage Werks is the heritage agency for sports, brands, and entertainment. We specialize in establishing and maintaining state-of-the-art archival programs and curating compelling content and narratives to fuel interactive experiences, new stadiums, corporate anniversaries, social/mobile content, exhibits, museums, storytelling campaigns, and much more.

The Heritage Werks team combines the expertise of highly trained archivists with brand strategists and communicators who are experienced in working with the world’s most respected organizations. We fuel the way organizations connect with customers and communities and how employees connect with each other.

Some of the things you can expect working at Heritage Werks…

• Contributing to a fun, energetic, and entrepreneurial team within a growing company

• Training and development opportunities to support professional development and career growth.

• High level of autonomy with exposure to a variety of areas and industries

• A history of proven success that drives the team forward

POSITION SUMMARY

Heritage Werks is seeking an On-Site Special Collections Director to join their Team! This role reports directly to the Managing Director of Archives and is a full-time position based at a client’s office in Indianapolis, Indiana. This role requires travel to Heritage Werks in Atlanta, GA, as well as visits to the client’s facilities. The Special Collections Director will manage the on-site corporate archives for a large, global pharmaceutical manufacturer, working with remote cross-functional heritage services team and an On-Site Historian.

RESPONSIBILITIES

• Oversee the installation, assessment, arrangement, labeling, housing, and digitization preparation of the client’s archival collection, utilizing metrics and templates in collaboration with the Heritage Werks team.

• Maintain an accurate collection map by incorporating accessions and removing deaccessions. Intellectually organize large batches of content, providing disposition recommendations while maintaining a schedule that eliminates non-archival and duplicate materials in preparation for digitization.

• Implement well-defined quality control mechanisms to ensure that legacy governance effectively supports new processing and accession initiatives.

• Manage loaned assets with clear documentation and circulation control to ensure accountability and tracking.

• Develop and maintain essential archival documentation, including Records Arrangements, Inventories, Finding Aids, Policies and Procedures, and Disaster Preparedness Plans.

• Ensure proper environmental controls, pest management protocols, security measures, and access control are in place to protect the collection.

• Efficiently manage supply utilization and workflows by accurately estimating the time required for archival tasks and projects in collaboration with the Managing Director of Archives.

• Partner with the On-Site Senior Historian/Heritage Advocate, Heritage Werks Account Director, and various stakeholders to identify and fulfill archival needs, effectively communicating best practices to clients and colleagues.

• Serve as the lead for the client’s archives by understanding what has been preserved and identifying future preservation needs. Collaborate closely with departments such as Facilities, Cleaning, and Security to ensure proper care and safeguarding of the collection.

• Manage research and reference requests involving the retrieval and digitization of materials from the collection. Ensure requests are addressed appropriately by collaborating with the On-Site Senior Historian/Heritage Advocate and the Research Request Team at Heritage Werks, while also conducting independent research to fulfill requests.

• Facilitate ongoing archival collecting and integration, including packing, shipping, materials handling, and logistics coordination, in close collaboration with the On-Site Senior Historian/Heritage Advocate and the cross-functional Heritage Werks team.

• Foster compliance with archival governance SOPs, procedures and workflows to ensure valuable records are safeguarded and retained particularly during new product/brand launches, leadership transitions, milestone celebrations, employee engagement initiatives, building decommissioning, acquisitions and divestitures.

• Collaborate with cross-functional Heritage Werks teams on initiatives related to the archival collection, including preservation, organization, access, collecting, and digitization.

• Maintain a solutions-oriented approach to effectively address challenges as they arise.

• Develop and maintain Standard Operating Procedures (SOPs), a comprehensive policies and procedures manual, and a resource guide tailored specifically for the archive/vault operations.

• Follow all client policies, procedures, guidelines, and compliance requirements to ensure alignment with company standards and expectations.

Requirements

• Master’s degree in history (with archival experience), Master of Library and Information Science (MLIS), or Master of Heritage Preservation (MHP) with a specialization in Archives is required.

• Experienced archival professional with 5+ years of experience processing large volumes and diverse formats, preferably with a focus on pharmaceutical or healthcare organization records.

• Preferred coursework or work experience in medical corporate taxonomy, pharmaceutical sciences, healthcare regulations and compliance, medical terminology, and/or biostatistics.

• Certification from the Academy of Certified Archivists (ACA) is highly desirable.

• 5+ years’ experience with project management, reporting and scheduling and team leadership, management and development is preferred.

• Ability to lift and move items weighing up to 40 lbs. and navigate within stacks and workspaces is required.

• Excellent interpersonal skills with a proven track record of effectively communicating at all organizational levels, including comfort with public speaking and engaging with executives.

• Positive attitude combined with strong project management, creative problem-solving skills, and exceptional attention to detail while managing multiple responsibilities.

• Experience working directly with corporate clients is highly desired.

• Availability of working on-site daily at the client location in Indianapolis.

• Demonstrated proficiency in verbal and written communication.

• Strong commitment to execution excellence and follow-through demonstrated exceptional attention to detail while juggling varied responsibilities.

• Demonstrated integrity and professionalism in handling sensitive information and materials.

Benefits

This role offers a competitive compensation package and is eligible for participation in Heritage Werks’ comprehensive benefits programs, including:

• Heath, dental, vision, and life insurance

• Short-and-long-term disability

• 401k plan with company contribution

• Paid time off (PTO) and paid holidays

• Professional development opportunities

• Employee recognition and awards programs