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Archives Assistant, Libraries & Cultural Resources

Job ID: 26159

Updated: June 23, 2022

Location: Spy Hill

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

Libraries & Cultural Resources invites applications for a Archives Assistant. This Full-time Fixed Term position is for approximately 8 months (based on length of grant funding), with the possibility of extension.

Reporting to the Specialist, Archival Processing, the Archives Assistant provides key support in the physical processing, arrangement, description, and finding aid production associated with archival records as managed by Archives and Special Collections.  The incumbent contributes to the discoverability and usability of primary source materials in a research-intensive university through the production of high-quality archival metadata and the efficient organization and processing of archival materials.

Physical demands include processes that involve repetitive movements and lifting of some heavier archival storage boxes, regularly lifting and moving archival containers weighing up to 25 lbs and occasionally lifting archival containers weighing up to 40 lbs. The Archives Assistant will also lift, move and handle oversized materials such as plans and drawings. The work requires being able to work within a timeline with a high rate of accuracy with the independence and responsibility to carry out assignments and projects on time. This position is located at the Taylor Family High Density Library on the Spy Hill Campus.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Creates archival finding aids and other documentation that describe archival materials.
  • Physically and intellectually arranges and processses archival materials.
  • Handles rare, fragile and archival materials with appropriate care.
  • Informs Manager and/or Conservation Advisor of materials requiring conservation or preservation
  • Consults appropriately and proactively with Manager, Archival Processing when problems are encountered.

Qualifications / Requirements:

  • University degree and/or diploma from an archives technician program.
  • Minimum of 3 years experience in an archives with particular emphasis on processing, arrangement and description.
  • Knowledge of archival theory and practice.
  • Knowledge of national and international standards for archival collections is an asset (examples include ISAD (G) or RAD).
  • Excellent working knowledge of Windows and Microsoft Office software, particularly Excel.
  • Knowledge of or experience working with archival management systems, particularly AtoM.
  • Strong written and verbal communication skills.
  • Ability to handle changes in priorities in a mature and professional manner.
  • Flexibility and ability to work both independently and collegially.
  • Strong time management skills.
  • High level of accuracy with close attention to detail.

Application Deadline:  July 7, 2022

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase I.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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