Organization Name: Clara Thomas Archives & Special Collections

Location: Toronto, ON

Compensation: salary floor of $58,000 - $72,000 (see Article 25 of Collective Agreement of York University Faculty Association at https://www.yufa.ca/2024_27_collective_agreement)

Organization Homepage (URL): https://www.library.yorku.ca/web/archives/

About the Organization: The Clara Thomas Archives & Special Collections (https://www.library.yorku.ca/web/archives/) consist of the records of the university, private fonds, rare books, maps, audiovisual material and other primary source material acquired to support the research and learning of York’s faculty, students, and community of international scholars. The holdings are strong in the areas of Canadian history, literature and fine arts, environmental history, social justice and women’s studies. 

York University generates and shares knowledge through our research, teaching and engagement with communities around the world. The 2023-2028 Strategic Research Plan (https://www.yorku.ca/research/strategic-research-plan-2023-2028/) showcases the depth, breadth and ambition of research at York. 

York’s commitments to social justice are laid out in our Decolonizing, Equity, Diversity and Inclusion Strategy (https://www.yorku.ca/dedi-strategy/), the Framework & Action Plan on Black Inclusion(https://www.yorku.ca/abr/), and the Indigenous Framework for York University (https://indigenous.yorku.ca/framework/). 

Follow the activities and accomplishments of York’s faculty, students and staff on YFile (https://yfile.news.yorku.ca/).

Social Media: N/A

Description and Duties: This position will lead a team of three professional archivists, an archives technician, a cataloguing assistant, and a small team of undergraduate student workers. This position reports to the Dean of Libraries, York University and the Associate Dean, Research and Open Scholarship. This is an exciting opportunity for a forward-looking leader in the field of archives to provide organizational leadership and to collaboratively build services that demonstrate the importance of York University Libraries’ unique collections and support teaching, learning, and research at the university. 

RESPONSIBILITIES The Head of Archives and Special Collections will:

• coordinate a user-centered approach to archival appraisal, selection, acquisition, description, access and preservation, in accordance with professional practices and standards, library policies, and federal and provincial legislation; 

• manage the unit by: evaluating services, identifying goals and objectives, developing and updating policies, establishing standards and revising procedures, preparing budgets and monitoring expenditures, seeking external sources of funding to support special projects and; preparing reports and other documentation as required;

• work collaboratively with other units within the Libraries support the physical and digital infrastructure necessary for the storage, preservation, and conservation of special collections within the Libraries and ensure excellence in the delivery of programs and services; 

• lead, inspire, and coordinate team, including setting project and service priorities based on the needs of faculty, students, researchers, and community partners, including outreach, exhibitions, and events; 

• ensure proper stewardship and quality of services through the creation, revision, and implementation of policies and procedures, including support of the university’s record keeping as outlined by York’s Common Records Schedule; 

• coordinate the acquisition of materials for Archives & Special Collections using established policies and procedures, with a focus on sustainable growth and responsive communication with donors; 

• lead and participate in projects, working groups, and committees related to areas of responsibilities; 

• promote and advocate for archives and special collections through lectures, workshops, exhibits and publications; and 

• foster an environment that embraces curiosity, creativity, and innovation and provides opportunities and flexibility to explore new initiatives while centering sustainability.

Qualifications: 

Degree: Master of Library and Information Studies (MLIS) from an ALA-accredited program or its recognized equivalent or master’s degree in archival studies from a graduate program meeting the Association of Canadian Archivists’ guidelines for the development of a two-year curriculum for a Master of Archival Studies. 

Demonstrated experience: 

• successful record of leadership, planning, development and management of archival program and services;

• at least ten years of professional experience as an archivist, preferably in the academic sector; 

• strong interpersonal skills and ability to build respectful, collaborative team structures;

• excellent oral and written communication and presentation skills in English; 

• evidence or promise of research contributions in the form of publications or presentations, professional development and/or active involvement in professional or scholarly organizations; 

• experience with archival processing, including the application of the Rules of Archival Description (RAD) and/or other archival descriptive standards (ISAD(G), DACS) to generate finding aids and other research tools (guides, directories, inventories, authority records, etc.); 

• experience working with and/or maintaining content management systems and applications related to archival description and asset management (such as AtoM, Archivematica, Islandora, ArchivesSpace, etc.); 

• organizational skills, with the ability to work under pressure and meet firm deadlines; and 

• ability to handle work requiring precision and attention to detail. 

Demonstrated knowledge of, and experience with: 

• change management; 

• principles of decolonization, equity, diversity, and inclusion; o working collegially and effectively in a complex work environment; 

• promoting archives through various means (such as presentations, workshops, exhibits and/or publications etc.); 

• designing processes and workflows that enhance services while maximizing resources; 

• advancing outreach programs and engaging community members in these developments; 

• federal and provincial laws affecting archives (in the Canadian context) including The Copyright Act, The Privacy Act, and Freedom of Information and Protection of Privacy Act (FIPPA) as well as cultural protocols that may impact the responsible management of collections (United Nations Declaration on the Rights of Indigenous Peoples Act, Protocols for Native American Archival Materials); 

• digital preservation and data management best practices; 

• preservation and storage standards for textual records, photographic materials, audiovisual material and film; and 

• methods for advancing curricular integration for archival literacy initiatives.

Application Webpage: https://www.yorku.ca/vpepc/faculty-affairs/wp-content/uploads/sites/698/2025/11/YUL_HASC.pdf

How to Apply: Due date for completed applications: January 31, 2026 

• Required materials: 1) current CV; 2) a cover letter addressing the stated qualifications and experience relevant to the responsibilities; and 3) the names and contact information for three professional references. Only candidates who proceed to a final interview will have their references contacted. 

• Provide required information regarding your Canadian work status and optional self-identification for Affirmative Action purposes as part of the online application. 

• Long-listed candidates will be interviewed online in March 2026. In-person interviews for short-listed candidates will be scheduled in late April or early May 2026. 

• Direct questions about the position to the Search Committee Chair, Anna St. Onge at yulapps@yorku.ca. 

• Submit application materials: at https://www.surveymonkey.com/r/YUL_HASC

Application Deadline: January 31, 2026

Additional Information: Hiring Policies: 

• Salary will be commensurate with qualifications and experience. 

• All York University positions are subject to budgetary approval. 

• York is an Affirmative Action (AA) employer and strongly values diversity, including gender and sexual diversity, in its community. Details of the AA Program, which applies to women, members of racialized groups, Indigenous peoples, persons with disabilities and those who identify as 2SLGBTQ+, can be found online at https://www.yorku.ca/vpepc/faculty-affairs/affirmative-action/ or by contacting Aqsa Ahmed, EDI Program Manager (aqsa517@yorku.ca). 

• York welcomes and employs scholars from all over the world. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. 

• York has a policy on Accommodation in Employment for Persons with Disabilities (http://secretariat-policies.info.yorku.ca/policies/accommodation-in-employment-for-persons-with-disabilities/) and is committed to working towards a barrier-free workplace and expanding the accessibility of the workplace to persons with disabilities. Applicants who require accommodation are invited to contact Vesna Barbe, People Partner, Libraries, at: vbarbe@yorku.ca.

Use of AI: No

Job Poster: Anna St.Onge

Job Poster Email: astonge@yorku.ca