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Archives Assistant, University of Alberta Archives Deadline: July 4, 2022 end of day Mountain Time

23 Jun 2022 10:31 AM | Anonymous member (Administrator)

Archives Assistant
University of Alberta Archives

Location: Edmonton, Alberta
Compensation: $46,627 to $62,954 per year

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

The University of Alberta  is one of the top teaching and research universities in Canada, with an international reputation for excellence across the humanities, sciences, creative arts, business, engineering and health sciences. It is one of the largest employers in Alberta, with has five campuses located on the traditional territory of Cree, Blackfoot, Métis, Nakota Sioux, Iroquois, Dene, and Ojibway/Saulteaux/Anishinaabe nations; lands that are now known as part of Treaties 6, 7, and 8 and homeland of the Métis.

Description and Duties

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 include:

  • 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

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

The University of Alberta is committed to an equitable, diverse, and inclusive workforce. We welcome applications from all qualified persons. We encourage women; First Nations, Métis, and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression; and all those who may contribute to the further diversification of ideas and the University to apply.

Please apply online using the link provided:

Application Deadline: Jul 04, 2022 - Online applications are accepted until midnight Mountain Standard Time of the closing date.


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The ACA office is located on the unceded, unsurrendered Territory of the Anishinaabe Algonquin Nation whose presence here reaches back to time immemorial.

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