Archives Assistant

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

SUMMARY

Provide administrative assistance in all areas of the Heritage Hall Archives.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned.)

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.

Skill Requirements:

COMMUNICATION SKILLS

Good communication, organization and human relation skills are required. The position requires the ability to draft and respond to correspondence; train or instruct employees in the same department, including student employees; or tasks requiring significant communication skills.

COMPLEXITY

The position requires the ability to carry out detailed written/oral instructions. Deals with standardized situations involving a variety of variables and technologies.

DECISION MAKING/JUDGMENT

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.

WORKING RELATIONSHIPS

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.

QUALIFICATIONS

This position requires a minimum of high school diploma or general education degree (GED); one to three years related office experience; or equivalent combination of education arid experience. College level education is beneficial. 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.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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

FAITH and EDUCATIONAL COMMITMENT

1. 1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2. 2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

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.