Club Archivist, Toronto Cricket Skating and Curling Club, Toronto, ON

    
Location: 141 Wilson Ave, Toronto ON
Compensation: $25-35 an hour

As a family-oriented private club, our mission is to deliver exceptional value to our members through exceptional experiences, inspired by our warm and welcoming culture. Our vision is to be the private athletic and social club of choice in Toronto. We value Sportsmanship and Camaraderie, Heritage and Respect, Excellence and Innovation, Wellness and Fun. Located in North Toronto, the Club consists of over 4000 members, with a strong presence in both the local and international social and sporting community.

Description and Duties    
Archival Maintenance and Preservation

• Maintains and updates files, some examples being: The Cricket, Activity Calendars, Heritage Committee minutes, Summary Binder, Heritage Program Binder, Annual Report, Standing Committee minutes, and any others as assigned
• Ensures archival material is kept up to date on Club web site
• Ensures artifacts and all written materials are maintained according to acceptable Archival standards
• Authenticate and appraise historical documents and archival materials
• Ensures Club's archival collections are maintained according to acceptable preservation standards
• Advising on policy issues relevant to the heritage mandate
• Tracking and maintaining database inventory of trophies and art/artifacts

Collection Management

• Organize and classify archival records
• Collects relevant media material related to members and events held at the Club
• Maintains and updates collection inventories 
  

Operational Support

• Assists the Heritage Committee as an active participant on Committee, that is, attends meetings, prepares notes, takes minutes
• Ensures that established and positive relationships between Archives and other areas of Club are maintained
• Performs mandatory document retention tasks as assigned by Management
• Assists in budgeting
• Assisting and advising Club and Heritage Committee members in researching topics, for example The Cricket articles and trophy histories
• Ensuring that the heritage website is kept up to date
• Deciding on themes and designs of exhibits and displays
• Promoting the Club's heritage by organizing special projects that celebrate club milestones.

Heritage Event Management

• Provides operational support for Heritage Committee led events

Other Responsibilities

• General support for other Club departments as required, for inter-related tasks and administrative cover-off
• Attending Heritage Committee meetings, preparing notes and taking minutes.
• Preparing and tracking the annual Heritage Committee budget and expenditures
• May be required to conduct research and compile data
• Maintains member confidence and protects Club operations by keeping information confidential
• Performs other duties as assigned

Related Information

Maintain and update the collection inventories, including:

• AGM Reports, Board and Standing Committee Minutes, House Rules, general by-laws, fee schedules, membership rosters, AGM Reports - Activities, Yearly Data - Activities, trophy database, trophy histories, Wall of Fame, archival Artifacts Logbook and Storage Manual including donations, art and non-archival artifacts, picture database, Book Club list, archival reference collection, Display Cabinet photos, summary binder

Health and Safety

• Works in a manner that protects one's own health and safety, and the safety of fellow employees and members
• Works in compliance with Occupational Health & Safety acts and regulations, and follows Club health & safety policies and procedures
• Uses personal protective equipment and clothing as directed by the Club
• Reports any workplace hazards and dangers to Supervisor or the Joint Health and Safety Committee

Member Service

• Assists members and guests in a helpful, efficient, friendly and enthusiastic manner when providing services
• Assists to provide an excellent experience for Club members and guests

Qualifications   

• Education/Certification:  Completion of undergraduate degree required.
• Experience:  Three (3) years of Archival experience required or equivalent experience. Experience within private club industry an asset.
• Knowledge:  Knowledge of Club By-laws and House Rules considered an asset.
• Skills:  Advanced knowledge and proficient computer skills, Microsoft Excel, Word, PowerPoint, and Adobe Photoshop. Basic knowledge of Northstar software. Advanced knowledge of minute-taking, records management/filing systems, conducting meetings. Working knowledge of developing and managing budgets. Requires advanced level skills in reading text, reading and writing text to communicate information as well as explain. Must adhere to member concerns and queries.   
• Other Competencies:  Requires ability to provide advanced level member service and ability to collaborate with others. Must be an energetic team player, able to maintain grace under pressure. Must have strong organization and multi-tasking skills, able to manage and prioritize tasks efficiently. Must act with diplomacy, discretion and confidentiality. Ability to work independently and as part of a team.

Additional Information

• Judgment and Decision-making: Must maintain upmost diplomacy and confidentiality when dealing with members.
• Outcomes/Consequences of Error: Failure to accurately file and retrieve important documentation may result in consequences for Club.   
• Impact on Club Profitability: Records and files important Club archival collections and media.
• Contacts: Internal- Club staff and members, General Manager/COO, Senior Management Group. External- May be required to consult with outside sources for special projects/research.
• Working Conditions: Stress- Must frequently meet tight and/or competing deadlines; occasionally deals with upset or impatient people; occasionally relays information that may create stress for the recipient; work requires involved periods of intense visual concentration. Physical Effort- Must frequently sit for prolonged periods most of the time. Working Environment- works in proximity to loud noise, with frequent interruptions. Hours of Work- must frequently work outside of normal schedule, for evening meetings. May occasionally travel during the day for job-related matters.
• Materials and Equipment Used:  Office equipment.

How to Apply    
Please email your resume to hr@torontocricketclub.com, subject line: Club Archivist Application
Application Deadline: June 30th, 2024