Archives Assistant, Thomas A. Edge Archives & Special Collections at Athabasca University, Athabasca, AB

Location: Athabasca, Alberta
Compensation: Wage Min: $41,774.28 Wage Max: $70,166.00

Based in the beautiful region of Athabasca, with staff located throughout Alberta, AU is one of four Comprehensive Academic and Research Universities (CARUs) in the province. AU is a public, board-governed, open, and online university serving more than 35,000 student learners across Alberta, Canada and around the world.

AU seeks to be an agile and inclusive workplace in which all team members can grow, make their highest contribution, and each make a difference to our academic vision and mission. AU is strongly committed to Equity, Diversity, and Inclusion (EDI) and with Indigenous Peoples and communities, conciliation.

Approaching an exciting new phase of strategic planning and guided by our President, Alex Clark, AU is now seeking to build on its 50 years of growth as Canada's leader and innovator in distance and online education. Athabasca University is committed to supporting all team members to contribute and grow, and is focused on building an innovative growth-oriented working culture: AU is primed for an exciting and bold next phase.

Description and Duties    

The Thomas A. Edge Archives & Special Collections (the Archives) acquires, preserves, and makes the University's archival and art collections available for research and study purposes. The Archives Assistant is responsible for supporting the University Archivist in the administration and operation of the Archives and Art Collection, and for providing effective services to staff and the public.

Duties and Responsibilities

Archives Program

• Providing research services in a timely manner to staff, students, and external researchers by phone, email, and by facilitating access by researchers to physical materials in the Archives or by providing digital scans of materials.
• Supervising on-site researchers as well as interns or contract staff carrying out projects established by the University Archivist.
• Processing archival records including the physical transfer of materials into archival folders and boxes, including the removal of items that may damage materials (e.g., paper clips, staples, and other metal tabs), and other processing tasks.
• Creating, updating, and posting finding aids and control forms in the paper accession records and electronic Archives databases and content management systems.
• Creating and updating content for the Archives website.
• Creating, updating content, and liaising with staff on outreach projects including on-site or digital exhibits.
• Providing assistance with the research, arrangement, and description of archival materials in accordance with professional archival standards and guidelines by physically sorting through materials and collecting relevant content metadata for finding aids.
• Assisting the University Archivist in completing conservation and preservation projects including, but not limited to, photocopying newspaper clippings, removing tape and sticky materials, and encapsulating damaged or acidic materials.
• Collecting and maintaining paper and electronic messages, newsletters, reports, and other documents relevant to the University community for the clipping files.
• Liaising with Records and Information Management staff for the transfer of materials from the AU Records Centre to the Archives.
• Liaising with donors and staff for the transfer of records to the Archives.
• Digitizing archival materials, and liaising with staff, interns and/or contractors on digitization projects.

Art Collection

• Assisting in the organizing and booking of meetings which includes, but is not limited to:

• Assembling and distribution of agendas
• Receiving submissions
• Recording and distributing minutes, where required
• Following up on related information requests

• Ensuring technical support is arranged for meetings
• Liaising with Art Committee members on the administration and location of artworks, as well as assisting with hanging art as necessary.
• Creating, maintaining, and updating information about the artwork in all Art Collection databases and content management systems.

Other Duties

• Carrying out day-to-day administrative functions while abiding by established policy and procedures.
• Maintaining a daily task and time log for monthly submission to the supervisor.
• Recording and providing statistics, metrics, and reports on projects, tasks and activities carried out in the Archives and Art Collection programs.
• Maintaining an inventory of office, archival, and art supplies.
• Processing office, archives, and art collection invoices.
• Assists in the organizing and booking of meetings which includes, but is not limited to:

• Assembling and distribution of agendas
• Receiving submissions
• Recording and distributing minutes, where required
• Following up on related information requests
• Ensuring technical support is arranged for meetings

• Ensuring the Archives office, reading room, and storage areas are clean and organized.
• Assisting the University Archivist with calendar and e-mail management.
• Other duties as assigned.

Qualifications

• The candidate will hold a diploma in a related discipline, have, or be willing to complete, the Archives Society of Alberta (ASA) Archives Institute (50 hours), and have 2-3 years of related experience. An equivalent combination of education and experience may be considered.
• Preference will be given to candidates holding a post-secondary degree in archival or information studies.
• Proficiency with Microsoft applications (Word, Excel, Access, PowerPoint), internet browsers and email is required.
• Experience with HTML, MARC, Adobe Acrobat, Adobe Photoshop, content management systems, and archival collections management systems is beneficial.
• Familiarity with archival concepts, Rules for Archival Description (RAD) standards, and researching skills, both on the internet and by traditional means, is required.
• Must possess editing (grammar, proofreading) skills.
• Excellent attention to detail required.
• Must be able to work independently and in isolation with direction for most aspects of the work.
• Physically lifts and moves boxes weighing up to 50 lbs.
• Responsible for awareness of one's OHS related responsibilities as an AU employee and for participating in the AU OHS Program as required.

• Educational credentials will be verified before an offer of employment is extended. An offer of employment is conditional upon verification of educational credentials.
• All educational credentials must be recognized in Canada.  
• E-Transcripts shared directly from your Post-Secondary Institution via email are acceptable.
• WES may be used to verify international educational credentials. Processing time for verification of international qualifications may take up to one month; please plan accordingly.

Additional Information    

As part of Athabasca University's workspace optimization, this role has been assessed to be Place-Based.

This role can only be performed 100% in a place-based location in Athabasca.

Please note this is a permanent full-time [1.0 FTE] position starting : March 1, 2024.
 
How to Apply    
We will only accept applications received through our online recruitment system. Please include your resume, letter of application, and the names, telephone numbers, and email addresses of three references.

Note: Online applications are accepted until 11:59 p.m. Mountain Standard Time on the closing date.

We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interviews will be contacted.

All qualified candidates are encouraged to apply; however, Canadian Citizens and Permanent Residents will be given priority.

Athabasca University is committed to employment equity and encourages applications from women, Indigenous Peoples, persons with disabilities, persons of any sexual orientation, persons of any gender identity and expression, and members of visible minorities.

Where applicants have equal skills, abilities, and experience, candidates residing within or willing to relocate to the County of Athabasca will be given preference.

Working outside of Canada is not supported by Athabasca University. You are legally not permitted to work for Athabasca University if you are living outside of Canada.

Application Webpage
Application Deadline: January 18, 2024