Archives Assistant

Position Summary

Reporting to the Head, Archives and Special Collections, the Archives Assistant will support Archives and Special Collections in the completion of a remediation, rehousing, and moving project. This position requires expertise in safe handling of archival materials, physical processing, arrangement and description, and collections maintenance. The Archives Assistant will prepare and receive shipments of archival material to and from storage, assess and physically process archival material, arrange and describe archival material, move and organize boxes on shelves, and assign storage locations.

The ideal candidate is detailed oriented, organized, and proficient in processing, arranging, and describing archival materials. Strong interpersonal skills and the ability to collaborate are required as this role works closely with the Head, Archives and Special Collections and the Archives Administrator to complete their tasks.

Accountabilities

Physical Processing

• Completes physical processing tasks, such as re-foldering, re-boxing, labeling, and storing archival materials
• Assesses the physical preservation needs of archival material
• Conducts basic preservation tasks, such as dry surface cleaning, removing damaged hardware, and flattening archival material

Arrangement and Description

• Organizes and compiles information for descriptive records
• Arranges and describes archival material according to industry standards (Rules for Archival Description) and in-house policies and procedures
• Creates, edits, and publishes finding aids using archival management systems, such as Access to Memory (AtoM)

Collections Maintenance

• Receives shipments of archival material, including verifying shipment contents and shelving boxes
• Prepares shipments of archival material, including packing boxes and preparing and verifying box lists
• Organizes boxes on shelves and assigns locations in AtoM

Qualifications

• High school diploma plus one year post secondary
• Minimum one-year relevant work experience in archives or other heritage organizations;
• Archival or conservation technician diploma preferred;
• Experience completing physical processing work, such as foldering, boxing, labeling, and storing archival material;
• Experience completing preservation tasks, such as cleaning, removing hardware, and flattening archival material;
• Experience applying and interpreting the Rules for Archival Description, metadata standards, and relevant controlled vocabularies;
• Experience using archival management systems, such as Access to Memory (AtoM);
• Proven attention to detail, and ability to work in a consistently accurate and efficient manner;
• Demonstrated ability to collaborate effectively;
• Strong organization and time management skills;
• Ability to lift up to 40 lbs.

Hours of Work: This is a full-time, limited term role with an approximate end date of January 29, 2027. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.