University Archivist and Head, Special Collections, Library & Archives, Trent University, Peterborough, ON
 

Location: Peterborough, ON
Compensation: $111,330 - $128,126

Consistently recognized as one of Canada's top universities, Trent University is home to a dynamic community of scholars embodying our motto nunc cognosco ex parte - now I know in part - valuing what has been learned, and what is yet to be discovered.

Attracting excellent students from across the country and around the world, Trent is known for leadership in teaching, research, and student satisfaction. Here, students connect and collaborate with faculty, staff, and their peers through diverse communities that span our unique collegiate communities, disciplines, hands-on research, co-op and career experience, and community-based activities.

Across all disciplines, Trent brings critical, integrative thinking to life every day. Popular among students is Trent's uniquely flexible learning environment where a single faculty of arts and science allows students to fully customize their degree in a way that truly reflects their goals and interests.

Trent University offers students the opportunity to study in more than 100 programs across two campuses. The Peterborough campus features award-winning architecture and innovative and academically-rigorous programs housed on 1,400 acres in a breathtaking natural setting on the banks of the Otonabee River. A second campus, Trent Durham Greater Toronto Area, is located in Oshawa and offers career-ready academic programs and experiences. A new residence and academic building opened at this growing campus in Fall 2020.

Come to Trent University - and challenge the way you think.

Social Media    https://www.instagram.com/trentulibrary/

Description and Duties    
Trent University Library and Archives provides collections and services fundamental to academic success, innovation, the advancement of knowledge, and lifelong learning. With a dedicated team of 10 professional and 23 support staff, the Library and Archives collaborates with multiple stakeholders to achieve the academic and research missions of Trent University.

The University Archivist is a member of the Library and Archives professional team, reporting to the University Librarian. Librarians, including the University Archivist, are members of the Trent University Faculty Association (TUFA).

The Archives, guided by an Archives Policy, has a two-fold mandate in fulfilling its function as the official archival repository for Trent University, concentrating on the following areas:

University Records that give evidence of the policies, administration, and history of Trent University's academic and administrative units;
Private Archival Records of institutions, organizations, and individuals that relate to the Trent Valley area, that is Peterborough County and surrounding counties, or to Trent University, or that support Trent University's academic programs.


DUTIES & RESPONSIBILITIES  


Archival Collections Management and Ethics

• Negotiates donations and gift agreements, conducts or arranges appraisals, accessions new acquisitions (physical and digital), creates digital research tools including finding aids, provides equitable access as appropriate to the holdings and ensures long-term preservation of materials in all formats.
• Builds collections that support research and teaching at Trent University, building the holdings in accordance with the University mandate.
• Responsible for managing digital archival collections, including drafting policies, procedures, and best practices related to identifying and preserving collections for conversion to digital formats alongside digitally born materials.
• Arranges the receipt of records deemed archival from University units and supports the University's records management program.
• Carefully considers any sensitivities deemed to be associated with records under negotiation, their handling and care, their processing, and their access to researchers.
• Monitors developments in archival standards and practices and adheres to the terms and conditions of deposit agreements, the Copyright Act and the Freedom of Information and Protection of Privacy Act.

Administrative Duties and Management of Archives Space

• Provides managerial oversight to the University Archives, including physical space(s), budget, and staff supervision.
• Manages the recruitment, selection, deployment, development, and performance management of Archives staff.
• Ensures an inclusive, accessible, safe, equitable, and professional environment governed by applicable codes of ethics and legislated standards.
• Collaborates in establishing strategic objectives, policies, and procedures for the Library and Archives as a whole.
• Collaborates with the Chair of the Trent Art Collection Presidential Advisory Committee on scheduling and other managerial functions for the Archives Associate position, which provides administrative support for the Trent University Art Collection.
• Oversees workflows for tracking and reporting of statistics related to use of the Archives, participation in Archives programming, and use of archival holdings and special collections for the purpose of assessing services and collections and communicating value to Library and Archives stakeholders.

Reference and Instruction

• Provides reference and research services, including instruction on research methodologies and reproduction of holdings where appropriate, and promotes the holdings through outreach initiatives.
• Hosts archival tours, workshops and classes in collaboration with Trent University faculty and in response to requests from visiting external groups, where appropriate and feasible.

Outreach and Professional and Community Engagement

• Promotes the use of the Archives for research and teaching at Trent University.
• Cultivates partnerships with other Library, academic, and administrative units, and with donors and heritage organizations in the community and across Canada; advances the profession through publication, participation in archival conferences and historical society events, and through filling membership positions on local-area heritage boards and committees.
• Pursues funding opportunities and writes grant applications seeking support for exhibitions and events, projects and outreach programming.
• Participates in the Archives Association of Ontario's Archival Information Network (ARCHEION) and the Provincial Acquisitions Strategy, submitting database records of newly acquired archival holdings for extended public awareness.
• Engages with Scholars Portal regarding services and infrastructure for digital preservation and access.
• Explores and participates in joint projects including scholarly digitization projects that support new research initiatives and extend use of the archival and Special Collections holdings.

Qualifications    

• ALA Accredited Master's degree in Library and Information Science or equivalent with a specialization in Archival Studies.
• 5-10 years of progressive experience in a university archives or related professional environments such as museums or non-profit organizations.
• Experience managing and supervising staff, student employees and volunteers in a unionized environment.
• Proven experience working in environments with shifting and competing priorities with an ability to handle and prioritize varied workloads under pressure.
• Training and/or demonstrated experience working with and applying principles of archival ethics in the acquisition, arrangement, description and access to specialized archival and special collections materials.
• Knowledge of and experience working with archival, metadata, and preservation standards (e.g. Rules for Archival Description (RAD), Dublin Core, RDA, RDF, MODS, VRA Core, OAIS, XML, and others).
• Experience with archival description software and digital asset management/content management systems in academic library environments (e.g., AtoM, Drupal, Omeka, and Islandora).
• Strong understanding of technologies, best practices, and trends related to digitization, digital records and archives management, curation, and preservation.
• Knowledge of Canadian copyright, privacy, and accessibility standards and legislation.
• Effective communication skills and demonstrated experience taking the initiative to perform various duties, including project management, instruction, research assistance, and writing grant proposals.
• Experience with donor and stakeholder relations, including outside of the direct university community.
• An understanding of the role of decolonization and Indigenization within an archival context.
• Strong research background in Canadian Studies and Indigenous Studies would be an asset. 
  

Additional Information

SCHOLARLY AND PROFESSIONAL ACTIVITIES

Participates in library and university committees, councils, task forces, and teams as appropriate. Keeps abreast with developments in the profession and related fields that affect the practice of librarianship and archives. Participates in professional organizations as appropriate, as well as undertakes research and engages in scholarship as appropriate.

APPLICATION PROCEDURE

Interested candidates must supply the following in one (1) single PDF attachment:

• a covering letter of interest;
• curriculum vitae, which must include a statement of your citizenship;
• the names, email addresses and telephone numbers of three professional references.

Candidates may also submit a Trent University Self Identification Form as a separate attachment along with their application package.

Candidates should apply in confidence by email to: libraryadministration@trentu.ca .

Applications must be received no later than 4:00 p.m. on May 12, 2025.

Application Webpage (URL)    https://www.trentu.ca/humanresources/careers/full-time-faculty/university-archivist-and-head-special-collections?20071
Application Deadline : May 12, 2025

Use of AI in Application Process: No