Assistant Archivist

The Assistant Archivist will provide temporary operational support to the Records Management Unit, focusing on supporting check-out procedures and assisting with records management and archival activities. The role involves direct interaction with staff members to ensure timely and proper completion of check-outs and support for archival organization tasks.

Responsibilities

• Support staff members throughout the check-out process, including contacting staff, reminding them of check-out steps, responding to requests, obtaining required information and documents, and completing check-outs within required timeframes.
• Maintain tracking tools to monitor the progress of check-outs.
• Provide occasional support to other Records Management and archival activities such as transfer, sorting and arrangement of paper records, organization of records in archival storage rooms, and inventory of archival holdings.
• Ensure proper completion and validation of check-outs in the relevant system.
• Carry out other Records Management tasks assigned by the Unit.

Requirements

• Training or degree in archival science or Records Management.
• At least one relevant professional experience in the field of archives, particularly in the transfer and arrangement of archival records.
• Good IT skills and a good command of Excel.
• Good interpersonal and communication skills.
• Rigor, organizational skills and attention to detail.
• Ability to work independently.
• Ability to occasionally perform physical tasks involving the handling and moving of archival boxes and records.
• Good written and spoken English and French, and be able to provide support to staff members in both languages.
• Experience working in a multilingual professional environment (desirable).
• Knowledge of Microsoft 365 applications (Sharepoint, Power Apps…) (desirable).

Skills

• Archival Science
• Records Management Projects
• Archival Records Arrangement
• Transfer of Archival Records
• Excel
• MS Office 365
• SharePoint Development
• Power Apps
• Records Management Procedures
• Check-out Procedures
• Organizational Skills
• Attention to Detail
• Written Communication
• Spoken Communication
• Multilingual Work Environment
• Physical Handling of Archival Materials

Languages

English, French