Archives Coordinator

Archives Coordinator

**Job Number**:1836

**Job Type**: Full-Time
**Temp Contract Length**:
**Location**: 20 Weber St E - 20 Weber
**Job Category**: Hospitality/Tourism
**Number of Positions**:1
**Department**: Archives and Collections
**Division**: Planning, Development and Legislative Services
**Hours of Work**: 35
**Union**: CUPE 1883
**Grade**: CUPE 1883 Grade 012
**Salary Range**: $39.29 - $44.52 per hour**About Us**

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we focus on equity, inclusion, and sustainability. Our mission is to provide essential services that enhance the quality of life for all residents, while our core values emphasize caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

Dish with One Spoon Wampum:
- Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:
- Recognizing our shared humanity and land
- Taking only what we need
- Leaving some for others
- Keeping the dish clean
- This agreement underpins our vision, mission, and core values, and reinforces our dedication to meaningful reconciliation and equity.

**The Role**
- Maintains and documents archival collections, both corporate and historic, at the Region of Waterloo Museums and Archives (Ken Seiling Waterloo Region Museum, Doon Heritage Village, Schneider Haus, McDougall Cottage, and Region of Waterloo Archives). Identifies and appraises corporate records for archival value and to meet legislative requirements. Provides access to the archival collections (in person and online) to community members.

**Duties/Responsibilities**
- Receives and assesses archival donation offers from the public and other institutions. Makes recommendations to management, in consultation with the Conservator and Collections Coordinator and Registrar, on suitability of donations per acquisition policies and procedures. Works to include the experience, perspectives, and material culture of Black, Indigenous, and People of Colour (BIPOC) communities in the archives and associated knowledgebase. Refers unaligned donations to appropriate organizations.
- Works with the Information Management and Privacy team to ensure corporate archival records are identified and acquired per retention schedules and transferred to the Region of Waterloo Archives. Works with the team to answer Freedom of Information (FOI) requests as required.
- Completes paperwork for new archival acquisitions (donations, transfers, purchases) to ensure compliance with legislation and establish legal ownership.
- Provides research and reference services for the archival collections to regional staff and the public. Ensures customer service in the Archives Reading Room per protocols and in response to research and reference questions. Recommends projects that provide improved access to the archival collections. Provides tours of collection spaces as required.
- Provides guidance to and checks the work of contract staff, students, interns, and volunteers when they temporarily support the team.
- Instructs regional staff on how to archive records and provides instructions to departments on what should go to archives. Explains processes to staff across the Region on how to search and access specific documents and information (e.g. Council Indexing Packages) that may be in the Archives or may be with the Information Management and Privacy team.
- Assists clients (researchers, other staff) in accessing documents within the Archives and alternative information sources and assists with document interpretation.
- Monitors the security, handling, and use of archival materials by external researchers. Coordinates with Conservator to ensure proper storage of archival collections.
- Establishes and maintains cooperative working relationships with staff at other archival and heritage institutions throughout Waterloo Region, and with area municipal Clerks and Records Managers.
- Administers the archival descriptive database and coordinates the uploading of data and images to the online database.
- Administers agreements for image reproduction from archival and artifact collections with the public and other institutions.

**Additional Duties/Responsibilities**
- Assists management and the Collections Coordinator and Registrar to develop and maintain collections policies and procedures. Consults with the Conservator and the Collections Coordinator and Registrar on care and disposition of artifacts in archival collections.
- Assists management to examine the archival collections and identify items for deaccession per policies and procedures.
- Completes paperwork for incoming and outgoing archival loans per procedures and policies. Assists to coordinate shi