Library Assistant, Archives & Research Collections

Library Assistant, Archives & Research Collections 

McMaster University – Hamilton, ON 

Job Details 

Posting Details 

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#: JD1612 

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 archivists, 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, and antiquarian maps. While the job description identifies both library and archival functions, the incumbent will focus on supporting the department’s archival program. 

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-foldering 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 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: 

• Has 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. 

Employment Equity Statement: 

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement. 

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.  

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+. 

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information. 

Job applicants requiring accommodation to participate in the hiring process should contact: 

Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or 

Faculty of Health Sciences HR Office at ext. 22207, or School of Graduate Studies at ext. 23679 to communicate accommodation needs. 

Hybrid Work Policy Statement:  

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.