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Job- Archival Assistant

Job- Archival Assistant

Appointment Status: Part-time position
Start Date: May 1, 2022
Number of Positions: 1
Hours per Week: 10 hours/week, 180 hours in total.
Wage: $18.40 per hour
Employee Group: Non-Union
Application Deadline: April 26, 2022

The Graduate Student Society of UBC is now hiring an Archives Assistant in an exciting opportunity to work with a small, but unique collection of records documenting the history of graduate student activity at UBC!

The Archives Assistant will work closely with the GSS President and Administrative Assistant to arrange archival and recordkeeping systems for all GSS Council and Committee related materials; these materials include documents regarding the activities of the student-led society that has served UBC Vancouver graduate students from its home at Thea Koerner House since 1962.

This project will involve working with these historical documents at all stages of archival processing and will have a large impact on the ability of the Society to continue functioning as an advocacy and engagement body for UBC graduate students into the future. The ideal applicant has experience working with small archives or studies in archival theory and must be eligible for Work-Learn positions.

How to apply:

Please submit a cover letter and resume (PDF) that details experience and training specifically relevant to the requirements of the position to Vivian Tian-

We thank all candidates in advance for their interest in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.

Roles & Responsibilities

  • Create a record-keeping system for GSS records, both physical and digital, to be applied to records dating back to 2015 or earlier and to be implemented in future record-keeping by the Society.
  • Work with the Admin Assistant, policy staff, and in-place infrastructure on Microsoft suite programs to develop a system for continual record storage and access of operating, strategic, and reference documents.
  • Collect and document motions and presentations from previous Councils to develop an up-to-date record of activities of Council and their status, to inform future initiatives and goals for GSS Executives and Committees.
  • Assess the current state of the GSS Archives at Thea Koerner House; develop and implement archival standards and procedures for these important records documenting GSS and graduate student activity at UBC; potentially assist in collaborating with other archives at UBC to properly maintain the collection.
  • Support the Executive and staff team in other special archival projects.

Training and Orientation

  • The student will receive an orientation introducing them to the GSS from the General Manager covering areas including the general structure and function of the Society as well as housekeeping such as security, health and safety guidelines (including those implemented for COVID-19). The Administrative Assistant will provide training regarding administrative aspects of GSS Council procedures and current state of record-keeping and archival practices, including working with Microsoft products and designing databases; the Archives Assistant will also receive training in basic archival processes and working with the community and non-profit organizations with a focus on student advocacy and engagement.
  • Opportunities to consult and collaborate with senior staff and student executives, as well as other student leaders and UBC archival organizations to develop the GSS Archives in accordance with the needs of the Society as well as standards for similar archives.

Support and Evaluation

  • Ongoing supervision is provided by the President and General Manager.
  • The student will receive in-depth training at the beginning of their term in order to establish clear goals and expectations, as well as to ensure the student is comfortable working in a student government, non-profit setting. 
  • The student will have weekly or bi-weekly check-in meetings with the President and Administrative Assistant to report on progress and receive support.
  • At the end of the period and after the completion of the individual projects, there will be an exit interview, debrief on deliverables and project transition to the Administrative Assistant. This is an opportunity for discussion, suggestions for improvements and recognition of success.

General Qualifications

  • Work experience or coursework related to archives, records management, database design, or community archives is an asset.
  • Detail-oriented with the ability to function and process information with high levels of accuracy.
  • Interest and willingness to learn about GSS governance and operating structures such as Council bylaws and code, parliamentary procedures, meeting minutes, etc.
  • Strong time management and project coordination skills for multiple simultaneous projects.
  • Experience working with Microsoft products, data management systems, databases, primarily text government records.
  • Preference will be given to students with experience working with small archives or studies in archival theory.

About the GSS

The GSS (Graduate Student Society) serves the 10,000 graduate students at UBC Vancouver, helping them have the best experience possible during their studies. We connect graduate students with campus resources, opportunities, and social events. We provide everything from individual support for students, to advocacy at provincial and federal levels on the most important issues graduate students face. The GSS is located at Thea Koerner House, which has been the centre of graduate student life on campus since it was opened in 1962.

Ensuring an inclusive and diverse workplace is a key value of the GSS. We welcome people of diverse backgrounds, abilities, and perspectives, and are proud to promote a supportive work environment

Study Room, Thea Koerner House, UBC

GSS Loft, Rm. 4202 of AMS Student Nest, UBC

Leon’s Lounge, Thea Koerner House, UBC

Thea’s Lounge, Thea Koerner House, UBC

Penthouse, Thea Koerner House, UBC