Archives Assistant

Calvin University • Grand Rapids, MI

3d • Onsite

About The Position

Provide administrative assistance in all areas of the Heritage Hall Archives. This role involves organizing university, seminary, and other collections, producing accurate inventories of contents, maintaining effective communications with patrons, coordinating the accession of new materials, and digitizing print records. The position requires learning and using database software.

Requirements

• Good communication, organization and human relation skills are required.
• The position requires the ability to draft and respond to correspondence.
• The position requires the ability to carry out detailed written/oral instructions.
• Deals with standardized situations involving a variety of variables and technologies.
• This position regularly handles confidential information and requires independent judgement in setting priorities and organizing work to accomplish results.
• The position requires an ability to interpret and extrapolate patron requests in order to supply relevant materials.
• Some of the responsibilities of this position are performed in accordance with existing procedures and instructions.
• The position requires occasional participation with peers or customers and deals with items of a routine nature with supervision.
• Participants address common issues and present information beneficial and routine to resolving problems.
• Minimum of high school diploma or general education degree (GED).
• One to three years related office experience; or equivalent combination of education arid experience.
• Good communication, interpersonal and organizational skills required.
• Requires familiarity with Microsoft Office Word and Excel and an ability to learn new software.
• Must be able to work as part of a team.
• Proofreading and checking documents for accuracy.
• Using a keyboard to enter, retrieve or transform data.
• Closely examining or inspecting materials.
• Ability to lift 40 pounds and move boxes and push a cart weighing up to 100 pounds.
• Have a tolerance for exposure to dust.
• Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
• A commitment to the Christian faith and to the integration of faith, learning, and student development.
• Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

Nice To Haves

• College level education is beneficial.

Responsibilities

• Organize university, seminary, and other collections by arranging incoming material according to record groups and putting materials in acid free folders and boxes to make collection easier to access or in digital equivalents.
• Production of accurate Inventories or lists of physical of digital contents with correct information related box/folder or digital organization.
• Maintain effective communications by responding to mail, email, and phone inquiries and by assisting patrons in finding materials and providing information and scanning services to maintain positive public relations.
• Coordinate the accession of new materials by using the archival best practices and local guidelines to increase access to the holdings of the archives.
• Digitize print records and organize and upload records to appropriate digital repositories such as Hekman Library’s Digital Commons.
• Learn and use database software such as Microsoft Excel, Archon, and BePress.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED