| Date: |
July, 2015 |
| Reports to (Job Title): |
Head, Special Collections & Archives |
| Jobs Reporting (Job Titles): |
None |
| Department: |
Library |
Location: |
Main Campus |
Grade: |
USG 6
35 hr/wk
|
Primary Purpose
The Library Associates, Special Collections & Archives, work together to provide first-tier reference services for inquiries made to the Special Collections & Archives department, support the department in arranging, describing and making accessible archival materials in all formats, maintain and update departmental web pages, along with external social media sites, assist with outreach and education activities and perform administrative tasks to facilitate the running of the department.
The Library Associates also participate in cooperative efforts such as committee work and special projects.
Key Accountabilities:
- Information service
- Receives, registers and tracks patrons
- Provides first-tier reference service, via telephone, e-mail and in person Follow-up work arising from this service will sometimes be required
- Acts as the department liaison for photographic image requests
- Assists Special Collections & Archives staff in responding to requests for records from researchers and University staff
- Assists Special Collections & Archives staff by performing research related tasks for University and Library development activities
- Cataloguing and description
- Prepares and updates new and existing file listings in accordance with accepted archival principles and department policy and procedures
- Creates database entries for files and other special collections and archival materials, and performs descriptive tasks
- Prepares materials for cataloguing
- Reviews and revises KW Record photographic image captions and suggests descriptive improvements to facilitate access to the collection
- Transcribes and proofreads handwritten archival material
- Processes incoming University of Waterloo records
- Information resources management
- Assists with digitization projects
- Physically prepares materials for storage and establishes proper care and handling when housing materials to archival standards
- Retrieves and returns University records from off-site storage facilities
- Retrieves and returns archival and book materials required to fulfil research requests
- Instructs researchers how to use and also monitors use of archival materials in the Reading Room
- Assists Special Collections & Archives staff with outreach and education activities
- Prepares archival materials for annual external appraisal process
- Updates departmental websites
- Monitors temperature and humidity levels in closed stacks
Position Requirements
Education:
Bachelor’s degree
Experience:
- Demonstrated interest in historical research and/or information management practices
- Ability to manage time and projects in a varying paced environment
- Excellent communication and interpersonal skills, both oral and written
- Demonstrated ability to work collaboratively on projects
- Ability to work effectively and efficiently without direct supervision, carrying out assignments independently
- A strong commitment to high quality service
- Demonstrated attention to detail
- Proficiency with database applications to be used for describing archival materials, searching and retrieval of results
- Previous experience working on digitization projects
- Demonstrated experience using scanning hardware and image editing software for digitizing archival material including photographic items
Assets:
- Experience working with special collections and archival materials
- Familiarity with InMagic
- Knowledge of and/or experience with Rules for Archival Description
- Demonstrated experience with editing web content
- Demonstrated experience with Waterloo Content Management System (WCMS)
- Working knowledge of German
- Proven experience using social media
Technical:
| MS Word |
Excel |
PowerPoint |
Other |
| Basic |
Basic |
Basic |
Intermediate: Database applications, scanning software, image editing software |
Nature and Scope
Interpersonal Skills:
Interpersonal Contacts: Internally communicates with department members and provides courteous and accurate in person, e-mail and telephone reference services to internal and external patrons.
Level of Responsibility:
The position is responsible for their own work and does not have any direct or indirect reports.
Decision-Making Authority:
Responsible for their own work as assigned by the Head, Special Collections & Archives or Librarian/Archivist, Special Collections & Archives.
Physical and Sensory Demands:
Minimal exposure to disagreeable conditions typical of a library staff position
Working Environment:
Minimal exposure to disagreeable conditions typical of a library staff position. Occasional need to lift and handle boxes of up to 18 kg (40 lb.), using step ladders to retrieve and return boxes stored on shelves at heights of up to 3 meters.
