Job Posting – Director of Archives Services

Permanent, full-time position, 35 hours per week

Les Soeurs de la Congrégation de Notre-Dame is a Catholic religious congregation founded in Ville-Marie (Montréal) in the 17th century by Saint Marguerite Bourgeoys. The Congregation has 600 sisters in Canada, the United States, Japan, Honduras, Guatemala, Salvador and Cameroon. Women of faith and commitment, the sisters of the Congrégation de Notre-Dame are well known in Quebec for their exceptional contribution to the education of girls and boys and for the creation of the first schools of higher education for girls. They are present in the places where there is need and come to the aid of those who are struggling and marginalized.

The General Administration and the Mother House of the Congregation are located in Montréal and the team consists of approximately 20 employees and about 10 sisters. Archives Services has seven employees and preserves 560 linear metres of textual archives, 30,000 iconographic documents, 2,000 audiovisual or sound archives as well as ancient books, works of art and artefacts.

MANDATE

The incumbent: Manages the Archives Services and ensures the management of archival fonds, documents and collections, including works of art, ancient books and the documentation centre; Manages the human, material and financial resources of the Archives Services and organizes activities and projects for information dissemination. Carries out the long-term planning of the activities of the Archives Services in collaboration with the immediate superior. Plans, organizes and coordinates the work of the personnel of Archives Services and prepares the move of the archives to a new location in the next few years. Establishes, communicates and keeps up to date all policies, standards and procedures concerning archives. Implements the orientations of the Congregation in terms of the management of archives, documents and collections in both analog and digital environments, and supports the various user groups.

 MAIN RESPONSIBILITIES

The incumbent reports to General Council and is responsible for the following task

Long-term planning of the archives of the Congregation

▪  Evaluate all CND archives to establish a long-term development plan;

▪  Establish the archives’ medium- and long-term vision and development plan with the General Council;

▪  Agree with the various stakeholders on collection development priorities;

▪  Analyze the various possible locations for long-term preservation of the Congregation’s archives, and coordinate efforts to develop the premises and relocate the archives.

Management of Human Resources

▪  Coordinate the work of six people, that is, three archivists and three archive technicians;

▪  Identify the priorities and objectives of each team member;

▪  Evaluate the work and ensure that objectives are met;

▪  Implement work methods to ensure effective and efficient operations;

▪  Mobilize staff and evaluate their contribution;

▪  Ensure the full development of the team members and maximize each one’s contribution;

▪  Maintain and excellent working climate and harmonious working relations. 

Management of Financial Resources

▪  Prepare the annual budget for Archives Services and have it approved;

▪  Monitor pricing and invoicing;

▪  Control the expenses of Archives Services;

▪  Prepare and follow up grant applications.

Management of Material Resources

▪  Determine IT equipment needs;

▪  Ensure security and control access to the premises;

▪  Plan the appropriate layout of the premises and determine space and conservation equipment needs.

Management of archives, documents and collections

▪  Establish criteria for evaluating, sorting and selecting archives;

▪  Establish criteria for protecting iconographic and film archives;

▪  Carry out preventive conservation operations (climatic conditions, storage methods and tools, duplication of valuable documents, etc.).

▪  Verify the condition of the archives before and after a loan;

▪  Keep the archive classification and filing plan up to date;

▪  Develop tools for managing surplus copies;

▪  Together with the director of communications, ensure the development of the archives section of the intranet and website of the Congregation.

▪  Integrate the school archival fonds and the art archival fonds into the corpus of the fonds and collections.

▪  Coordinate and supervise special projects.

Service to users

▪  Follow up correspondence and respond to users’ requests;

▪  Produce statistics on requests for research and visits;

▪  Prepare licenses for the use, reproduction, and loan of documents;

▪  Advise and assist the sisters and personnel with document management;

Research and Diffusion

▪   Meet with researchers to identify their information needs;

▪   Carry out some research;

▪   Plan and supervise the implementation of archive dissemination projects with the various target audiences;

▪   Develop and facilitate training and diffusion activities; 

Any other related tasks and any other tasks assigned by the immediate superior.

REQUIREMENTS AND SKILLS NEEDED

 

– Master of Information Studies (Archival Studies is an asset) or undergraduate degree in a related field and certificate in Archival Studies;

– Five (5) years of relevant experience;

– Experience in personnel management and management of a department or service;

– Fluency in French and knowledge of English written and spoken;

– Management, leadership and organisational skills;

– Rigour, professionalism, dynamism, sense of responsibility and judgement;

– Ability to manage several projects at once and lead a team to achieve objectives;

– Tact, diplomacy, professional maturity, discretion and efficiency;

– Good knowledge of the legislation governing access to archives, their reproduction and use;

– Knowledge of office software and document and archives management softwares (Constellio is an asset);

– Ability to work with different external partners and develop projects.

–Physical ability to lift and move, without assistance, a maximum of 25 kg (55 pounds);

ADVANTAGES 

– Group health, life and long-term disability insurance

–On-site parking

–Pension plan: employer’s contribution of 7.6% of salary

– 16 statutory and mobile holidays

– Vacation: 3 weeks after 1 year; 4 weeks after 2 years

ADDITIONAL INFORMATION

– Location: 2330 Sherbrooke Street West, Montréal

– Work hours: Monday to Friday from 8:30 a.m. to 4:30 p.m.

– Teleworking possible depending on the case, 1 or 2 days per week

– Remuneration: according to the salary scale in place and the candidate’s experience

–  Start date: June 2023

Those interested in the position are invited to send their application to rh@cnd-m.org