Archival Assistant — Digitization & Access

calvin; Grand Rapids (MI); On-site; USD 32,000 - 46,000; Full time

Job summary

Heritage Hall Archives at Calvin University in Grand Rapids seeks an administrative assistant to organize university and seminary collections, create inventories, and support patrons. You will digitize records, upload to digital repositories, and learn Archon/BePress along with Excel, Word, and related software.

The role requires clear communication, teamwork, and the ability to handle confidential information while maintaining organized records and customer service in a library-like setting.

Qualifications

• Minimum of high school diploma or GED; 1–3 years related office experience or equivalent combination.
• College level education is beneficial.
• Good communication, interpersonal and organizational skills required.
• Familiarity with Microsoft Office Word and Excel and an ability to learn new software.
• Must be able to work as part of a team.

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.

Skills

Communication skills

Organization

Interpersonal skills

Teamwork

Education

High school diploma or GED

College coursework beneficial

Tools

Archon

BePress

Microsoft Word

Microsoft Excel

Job description

Heritage Hall Archives at Calvin University in Grand Rapids seeks an administrative assistant to organize university and seminary collections, create inventories, and support patrons. You will digitize records, upload to digital repositories, and learn Archon/BePress along with Excel, Word, and related software.

The role requires clear communication, teamwork, and the ability to handle confidential information while maintaining organized records and customer service in a library-like setting.