Archives Assistant

Calvin University; Grand Rapids (MI); On-site; USD 30,000 - 42,000; Full time

Job summary

Calvin University in Grand Rapids, Michigan, seeks an organized Archives Administrative Assistant for Heritage Hall Archives. The role supports access, digitization, and reference services in a university archival setting.

The position involves preparing inventories, organizing collections, assisting patrons, handling inquiries, and learning archival software such as Archon and BePress; teamwork and strong communication are essential.

Qualifications

• Requires a high school diploma or GED; college level education is beneficial.
• Good communication, interpersonal and organizational skills are required.
• Familiarity with Microsoft Office Word and Excel; ability to learn new software.

Responsibilities

• Organize university, seminary, and other collections by arranging incoming material according to record groups and placing materials in acid-free folders and boxes or digital equivalents.
• Produce accurate inventories or lists of physical or digital contents with correct information related to box/folder or digital organization.
• Respond to mail, email, and phone inquiries; assist patrons in finding materials and providing information; scanning services to maintain positive public relations.
• Coordinate accession of new materials using archival best practices and local guidelines to increase access to holdings.
• Digitize print records and organize and upload records to 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

Education

High school diploma or GED

College level education beneficial

Tools

Microsoft Word

Microsoft Excel

Archon

BePress

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. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church. 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. Founded in 1876, Calvin University is a top-ranked, liberal arts institution that equips its more than 3,600 students from 48 U.S. states, 55 countries, and five Canadian provinces to think deeply, to act justly, and to live wholeheartedly as Christ’s agents of renewal in the world. Calvin offers 100+ majors and programs, including a growing portfolio of graduate-level offerings. Calvin students engage in intensive internships, community-based service learning, and significant research that results in publishing and presenting alongside world-class faculty. The university’s 400-acre campus is in the vibrant city of Grand Rapids, Michigan.

Discover more atwww.calvin.edu.