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Archive Administrator

Rolling Deadline  |  Administrative  |  San Francisco, CA US


The Archive Administrator is responsible for general administrative support for the Internet Archive facilities.

Key Tasks and Responsibilities:

Administration – 85%

  • Coordinates administrative activities for our organization
  • Responsible for daily unlocking/lock-up of the building
  • Management of all Internet Archive shipping requests
  • Helps ingest incoming physical donations at Internet Archive HQ
  • Answers general queries over the phone and from visitors
  • Maintains info@archive.org: answers general queries, and sorts or escalates remaining email.
  • Maintains contact system and general data management
  • Provide ticket support for varying IT needs of staff (on-site and remote).
  • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  • Serves on event staffing team to help with logistics, coordination and development on a variety of events. Events include weekly staff lunches, and occasional all-day conferences, evening receptions, and weekend speaking engagements
  • Identifies and pursues ways to improve the efficiency and effectiveness of administrative procedures used by volunteers, visitors and staff.
  • Interprets new directives, policies, and procedures and communicates changes to appropriate staff.

General Support – 10%

  • Manage all TV/News Archive requests and loans program
  • Track and distribute all press relating to the Internet Archive and its founder, Brewster Kahle
  • Process Internet Archive Store orders
  • Participates as needed in special department projects.
  • Performs related responsibilities as required.

Finance – 5%

  • Responsible for upholding company purchasing policies and budgetary restrictions

Desired Qualifications:

  • Bachelor’s degree or equivalent experience
  • Ability to work autonomously and make decisions
  • Ability to maintain effective telephone, email and other communications skills – both internally and externally
  • Strong planning and organizational skills
  • Experience reviewing website content
  • Comfortable negotiating with vendors; ordering supplies and equipment
  • Well-developed interpersonal and communication skills
  • Ability to work well on a team and effectively interact with others
  • Flexible and patient with constant change throughout the organization
  • Experience working in the nonprofit sector
  • Fundraising/Events experience
  • IT experience and knowledge
  • Computer literacy (both PC and Mac)
  • Must be able to lift up to 35 lbs


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