Graduate Academic Assistant – Archival Processing Student Assistant

University of British Columbia – Library, Archives — Vancouver, Canada

Job Type: Part Time (12 hrs/wk starts in January, would extend to early July)

Number of Openings: 1


University Archives:

The Archival Processing Student Assistant will work with staff in the University Archives, which serves as UBC’s corporate memory by identifying, preserving and making available for use the University’s valuable text, photographic and audio-visual archival materials. The Archives also coordinates the University-wide records management program which supports various departments by preserving evidence of past decisions and events; serves in a public relations capacity by disseminating information about UBC’s history; and supports academic research through the provision of reference services and specialized research tools.


Working under the direction of archivists in the unit the student will process archival documents in a variety of physical formats (including but not limited to textual, photographic, audio/video tapes, architectural drawings, and born-digital records) in order to make them accessible for researchers. Working both independently and as part of a team the student will participate in the appraisal and physical arrangement of the materials and then produce a finding aid created using the standards included in the “Rules for Archival Description”. As part of the appraisal and arrangement work the student will review the condition, nature and existing arrangement of the archival documents as received in order to identify what, if any, documents could be discarded and also to establish series into which the records should be arranged to reflect the intent of the creator and also the inter-relationship of the various series. The student will also have the opportunity to conduct research about the individual or office that created the archival records and also to more generally learn about the history of the University as part of the process of creating a comprehensive finding aid to the materials.


Throughout all phases of archival processing the student will be supervised by archivists in the unit. For each collection or project on which the student works an archivist in the unit will provide an overview of the materials or tasks to undertaken and will provide any technical advice relating to processing specific media types. In addition the student will be encouraged to seek out advice and assistance of the professional archivists in the unit as they work their way through the various projects.

Impact on the unit:

In that no new transfers of archival material can be made available for research before being fully processed with an associated detailed inventory to provide access, the work of the student will be very important in increasing the capacity of the University Archives to provide timely access to new materials that might otherwise be relegated to a backlog. They will also play an important role in assisting the Archives in realizing its goal of providing comprehensive access to a wide range of documents that chronicle the history of UBC. We expect that the unit will also benefit from the student’s sharing of new developments and current archival research being done that they have been exposed to as part of their graduate program.

Rate of pay:

$20.60 per hour


Graduate student enrolled in Archival Studies or Library Science program at UBC iSchool

Appreciation of the proper handling of archival material and an understanding of the theory associated with archival appraisal and arrangement

Knowledge of the development and application of descriptive standards, and in particular, “Rules for Archival Description”

Experience with a variety of computer programs generally and Microsoft Office applications in particular

Flexibility and adaptability

Self-starting attitude – capable of working independently as well as part of a team

Analytical, focussed and detail-oriented

Strong oral and written communications skills

Other desirable attributes include good time management and creative problem solving skills and dependability


Vancouver, Canada




Library, Archival & Information Studies


Cover Letter


Current Students in a Masters Program


Posted On:

Nov 29, 2017

Applications Accepted Until:

Dec 11, 2017


Leave a Reply