Library Associate, Archival and Special Collections

Department: Library Archival and Special Collections
Position covered by the Collective Agreement with USW Local 4120

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General Purpose

The McLaughlin Library invites applications for the position of Archival & Special Collections Associate, who will join the Archival & Special Collections (A&SC) team in stewarding and providing access to the University’s most unique, scarce, and fragile materials, including archival fonds, rare books, and special collections dating back to the 14th century. With holdings valued in excess of $40 million, the section operates under strict environmental, security, and access protocols. Careful handling, environmental monitoring, and special security precautions are vital.

The A&SC Associate will support researchers by ensuring both the intellectual control (cataloguing, arrangement, and description) and physical preservation of these records, while providing high-level reference and navigation support in a closed-stack environment. The A&SC Associate is a point of contact for a diverse research community ranging from international scholars to local community researchers. Key responsibilities of the role include developing, maintaining, and re-establishing intellectual and physical control of the collections including accessioning collections, processing new donations and acquisitions into the Archives Database (Access to Memory), and conducting initial selection/appraisal of archival materials assisting the Head of ASC with monetary valuations and tax receipt documentation. The A&SC Associate will create arrangement structures and finding aids for archival fonds according to the Rules for Archival Description (RAD) and will perform the majority of rare book processing activities of the unit, independently cataloguing rare books and special collections using the ALMA cataloguing module in accordance with current best practices and standards (RDA, LCSH, RBMS Controlled Vocabularies) and local practices. The A&SC Associate will ensure appropriate housing for long-term preservation of rare materials, including the creation of custom-made enclosures (folders/boxes) as required.

The A&SC Associate provides in-person and remote reference assistance (email, phone, mail) assessing user needs. They will educate researchers on the use of specialized finding aids, the library catalogue, and complex equipment (microform readers, planetary scanners). They will enforce reading room policies to protect fragile materials and manage access to restricted collections in compliance with FIPPA, PIPEDA, Fair Dealing, and other copyright legislation.

They conduct contextual research on creators and historical contexts to create scope and content notes for collections. They engage in promoting A&SC collections by writing articles, updating web content, and assisting with the preparation and installation of physical and digital exhibits. They assist with acquisitions by performing bibliographic searching.

Duties and Responsibilities

The Archival & Special Collections Associate reports to the Head, Archival & Special Collections, and is responsible for the following:

• Accessioning and processing acquired materials into the collections as well as rehousing materials appropriate to their format
• Creating and maintaining user resources, e.g. finding aids, catalogue records
• Developing and maintaining general knowledge of library holdings & services according to request & user need
• Providing collection access through user support and consultation, e.g. instruction on catalogue use, library rules & regulations, or appropriate collections relating to research, or formats or types of reproduction for publications and research
• Enforcing reading room policies.
• Stewarding archival, manuscript, and rare book materials by ensuring any required conservation measures are undertaken internally or identified for external contracting
• Actively participating in library operations through section’s departmental meetings, listserv and training programs, and by suggesting improvements/changes etc.
• Engaging in on-going professional development, as identified by the Head of Archival & Special Collections.
• Arranging for reproductions or copying restricted/fragile materials for users
• Providing routine assistance necessary to support the on-going operation of the unit (statistic-gathering, supply-ordering, etc.)
• Other duties as assigned

Requirements

• An undergraduate degree as well as a post-secondary certificate/diploma in an archival technician program, conservation program, or equivalent combination of training and experience in an archival setting or rare book repository.
• Technical skills including the ability to use standard Microsoft 365 products, specialized applications such as Access to Memory, ALMA ILS cataloguing module (or equivalent), metadata standards, and other cataloguing controlled vocabularies and standards.
• Demonstrated thorough understanding of the Rules for Archival Description (RAD) and the Rules for Description and Access (RDA).
• Excellent oral and written communication skills
• Excellent interpersonal skills
• Advanced ability to read handwriting is also required given the nature of the materials in our textual/manuscript collections.
• An understanding of the academic and research focus of the University to provide the necessary research help and archives support services to faculty, staff, students, and external researchers.
• Ability to work effectively and efficiently without direct supervision and be able to carry out assignments independently.
• A team player, contributing to a strong and dynamic team culture.
• Demonstrated ability to employ good judgment and attention to detail.
• Ability to occasionally lift boxes weighing upwards of 40-60 lbs.

Preferred skills and experience:

• Experience with Dublin Core, MARC21, Encoded Archival Description (EAD), and DCRM
• Experience with LCSH and RBMS Controlled Vocabulary for Rare Materials Cataloguing
• Demonstrated understanding of and experience in rare book cataloguing

Employee Type: Regular
Position Number: 10400065
Classification: USW, Local 4120 Salary: Band 6
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 04/09/2026
Closing Date: 04/16/2026