Archives Assistant

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of April 1 2023 to March 30, 2024.

Location: Work primarily takes place at the Research & Collections Resource Facility, South Campus Edmonton.

Working for the University of Alberta Archives

The University of Alberta Archives is the official repository for the permanently valuable records of the University of Alberta and its affiliated institutions. The archives acquires, preserves and makes available university records and private papers from faculty, staff, students, alumni and various university related organizations.

Position

As a member of the University of Alberta Archives (UAA) team, the Archives Assistant is responsible for carrying out archival processing, arrangement, description, preservation, reference and outreach functions for the UAA. The incumbent works with information technology as it relates to and supports access and preservation of archival materials and moveable cultural property. As a key support member, the incumbent also participates in shared services and initiatives such as research assistance, collaborative digital and special projects, promotion and outreach, general security, liaising with academic departments and other campus units, and the implementation of departmental goals.

Duties

Acquire and preserve archival records:

• Support the management of archival holdings at the University Archives through preservation, arrangement, and description.
• Assist with the acquisition of the institutional and private records by organizing the transfer of materials, assigning accession numbers and creating case files.
• Process and re-house archival materials, and apply preventative preservation methods as required.
• Monitor environmental controls in the archives’ storage and working areas.

Facilitate access and outreach to clients

• Participate in the development and maintenance of online learning objects, including a web-based, open source application for archival description known as AtoM (Access to Memory).
• Develop descriptive finding aids and upload onto the institutional and provincial discovery sites.
• Support user research through reference and information services to students, faculty, staff and the general public, either in person, or via email or telephone inquiries.
• Retrieve and re-shelve material for researchers, and monitor researchers in the Reading Room to ensure they follow rules and regulations.
• Participate in the development and delivery of in-house and online initiatives to build awareness of the archives and its services.

Provide technology and digital initiatives support

• Digitize archival material existing in all formats and upload digital surrogates and metadata to various websites.
• Index and update metadata for digitized photographs and other digital materials to facilitate access for research, study, and discovery.
• Organize the digitization of archival audio visual materials for preservation purposes and research requests.
• Liaise with University faculties and departments regarding research and digitization projects.
• Work with the Web Applications Developer to maintain a dynamic website and facilitate the ongoing publication of fresh content to promote the archives.

Provide administrative support, training and other duties as assigned

• Oversee the management of archival supplies, and handle receipt, invoicing, and payment.
• Maintain access and research statistics, and develop reports on web usage, email, phone and in-person statistics.
• Contribute to the development and implementation of archival policies, procedures, and standards.

Minimum Qualifications

• Diploma or Degree in a related program, such as Archival Studies, Library Science, Information Management, or a related discipline.

Candidates should demonstrate a combination of the following:

• Experience working with archival materials
• Experience assisting researchers
• Experience using archival databases
• Proficiency with technology, particularly Google Suite
• Additionally, this position involves frequent lifting of boxes up to 35-pound boxes.

Preferred Qualifications

• Preference will be given to candidates with the following:
• Familiarity with Rules for Archival Description (RAD)
• Familiarity with AtoM software
• Familiarity with Canadian Copyright legislation
• Familiarity with FOIP
• Ability to read and write French and English

Please submit your cover letter and resume in one document to apply for this position.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.