Library Assistant, Archives & Research Collections

Library Assistant, Archives & Research Collections

McMaster University – Hamilton, ON

Job Details

Job Title: Library Assistant, Archives & Research Collections Location: Central Campus Job ID: 69531 Open Date: May 16, 2025 Close Date: June 8, 2025 Job Type: Continuing Employee Group: Unifor Unit 1, Staff Department: Archives and Research Collections Salary Grade/Band: Grade 7 Salary Range: $23.93 - $37.15 (hourly) Hours per Week: 35

 

Posting Details

Schedule 35 hours per week

Monday to Friday

8:30am – 4:30pm Education Level Bachelor's degree in a relevant field.

2-year Community College diploma in Library and Information Technology, including at least one course in archives. Career Level Requires 4 years of relevant experience, including two years for the completion of a diploma in Library and Information Technology.

 

Job Description

JD#: JD1451

General Description:

Responsible for supporting a full range of library and archival functions in the Division of Archives and Research Collections, including, cataloguing books, accessioning acquisitions, stacks maintenance, research help, processing archives, training and day to day supervision of student assistants, digitization, supplies maintenance, copy orders, and other tasks. Requires a thorough knowledge of library policies, procedures, and systems.

Unit/Project Description:

McMaster University Library is seeking a knowledgeable and dedicated individual to join a team of librarians, conservators, and other staff as Library Assistant in the William Ready Division of Archives and Research Collections, the Library’s principal repository for rare books, archives, antiquarian maps, and related historical material. While the job summary and functions identify both library and archival functions, experience in archival functions is preferred.

Representative Duties & Responsibilities:

• Correct, edit, modify, or upgrade existing bibliographic and related records as needed to accurately represent items in the Division’s collection.
• Perform routine copy cataloguing of the Division’s collection using existing sources of records and established classification schemes, subject headings, and formats for bibliographic data.
• Identify during cataloguing any items in need of preservation treatment and bring to the attention of the Library’s conservator.
• Place items in protective enclosures such as acid-free envelopes when necessary.
• Create, edit, and delete bibliographic and related records.
• Explain relevant cataloguing rules and codes to library staff and patrons.
• Provide advice and training on how to find bibliographic information to library staff and patrons.
• Sort, file, shelve, and retrieve materials in a variety of formats.
• Barcode and label newly catalogued books and archives boxes.
• Arrange for and track the shipping and receiving of archives and rare books acquisitions to the Division.
• Receive and accession new acquisitions of archives and rare books.
• Maintain physical control over the stacks by keeping an accurate location list, determining where new acquisitions should be shelved, and coordinating the retrieval and re-shelving of archives, books, periodicals, and other materials in the Division’s collections.
• Assist Librarians with the processing of archival collections, including re-boxing and re-folding materials, and sorting and listing files.
• Upload archival descriptions to Division’s online descriptive catalogue (AtoM).
• Upload archival descriptions to the provincial catalogue (ARCHEION).
• Prepare resources in all formats for both onsite and offsite digitization, including retrieving, packing, shipping, tracking, receiving, and re-shelving.
• Create and maintain digital images and metadata in various formats.
• Provide in-depth research help by interpreting patron requests for research materials and finding solutions to their research needs by constructing complex search queries of various online systems and networks.
• Compile and organize training materials and train new student assistants on the shelving, scanning, barcoding, and listing of archives and rare books, and health and safety practices and procedures.
• Create and update the student assistant employee manual as required.
• Create and monitor shift schedules for student assistants.
• Track and monitor student assistant hours.
• Prepare and submit student assistant payroll timesheets.
• Coordinate the delivery of photocopying and scanning requests from researchers, and direct student assistants in these tasks.
• Update the Division’s website with information supplied by the Supervisor or other Division staff.
• Maintain and order archival supplies and other supplies.
• Provide interlibrary loans service to students and faculty at the University and from libraries outside of the McMaster community which requires receiving and distributing resources to and from other libraries.
• Assist with the development of exhibits for archives and rare books in original and web formats.

Supervision:

• Ongoing responsibility for supervising of 1-9 casual employees (at any one time)
• Provide orientation and show procedures to others.
• Ensure adherence to quality standards and procedures for short-term staff.

Qualifications:

• Bachelor's degree in a relevant field.
• 2-year Community College diploma in Library and Information Technology, including at least one course in archives.
• Requires 4 years of relevant experience, including two years for the completion of a diploma in Library and Information Technology.

Assets:

• Knowledge of archival functions.