Archives Project Assistant (10-month contract)

WHO WE ARE
Opened in 1914 and welcoming over 1.3 million visitors annually, the Royal Ontario Museum (ROM) is Canada's most-visited museum, ranking among the top 10 cultural institutions in North America. At ROM, we are dedicated to building and sharing global collections, sharing knowledge, inspiring learning, and fostering community engagement. As a globally recognized field research institute, ROM houses an impressive collection of over 18 million artworks, cultural objects, and natural history specimens, showcased in over 40 galleries and exhibition spaces. We are committed to creating a space where art, culture, and nature intersect, connecting people and communities to the past, present and shared future.
As we continue to work toward our goals to transform and evolve as one of the world’s foremost 21st-century museums, we seek passionate and dynamic team members who embody our mission and values.
WHO WE NEED

We are seeking an Archives Project Assistant to support a time-limited project focused on preparing archival materials for relocation to off-site storage.

Reporting to the Library & Archives team, this role is responsible for organizing, indexing, rehousing, and physically preparing archival materials to support their long-term preservation and accessibility. Working closely with the Archivist and curatorial departments, the successful candidate will help identify, transfer, document, and prepare institutional records for archival storage and retrieval.

HOW YOU WILL MAKE AN IMPACT

• Prepare archival materials for relocation by organizing, indexing, and documenting records to archival standards
• Create finding aids, accurate box lists, and inventories to support tracking and future retrieval of materials
• Apply archival description standards, including Rules for Archival Description (RAD), where appropriate
• Support the identification, transfer, and documentation of records into the Archives in collaboration with curatorial departments
• Maintain accurate records within databases and systems to ensure accessibility and data integrity
• Rehouse archival materials through reboxing and re-foldering to support proper preservation
• Remove non-archival elements such as paper clips, binder clips, elastics, and tape from archival materials
• Pack and prepare materials for off-site storage, including protective wrapping and preservation preparation processes where required
• Manage multiple tasks and timelines to meet project deadlines and deliverables
• Perform other related duties in support of archival processing and project completion

WHAT YOU BRING

• Completion of a Community College Archival Technician diploma (2 years) or an equivalent qualification (e.g., records management or library technician diploma)
• Minimum two (2) years of experience working with archival and/or library collections
• Experience in preparing finding aids, indexes, inventories, or working in records management
• Familiarity with archival standards and systems such as RAD, ISAD, Archeion, AtoM, or similar collections databases
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel, and experience with database searching
• Strong organizational skills with the ability to prioritize tasks and meet deadlines
• Ability to work independently and manage workload effectively in a project-based environment
• Strong attention to detail and commitment to accuracy
• Effective written and verbal communication skills
• Ability to safely lift and move archival boxes and materials as part of relocation and preservation activities
• Equivalent combinations of education, training, and relevant archival or collections experience will also be considered.

WHAT WE OFFER

• Benefits coverage: For full-time contract positions (conditions apply), enjoy paid benefits for individuals and families, a health spending account, and an Employee Assistance Program.
• Retirement savings: With our optional pension plan, you benefit from an employer-matched Defined Benefit contribution plan, which provides predictable lifetime retirement income, survivor benefits, and early retirement options without the stress of investment decisions.
• And more!

SALARY & TERMS OF EMPLOYMENT

• START DATE: July 2026
• OPEN DATE: May 26, 2026
• CLOSE DATE: June 5, 2026
• STATUS: Full-time Contract
• EMPLOYEE GROUP: OPSEU Local 543
• EXPECTED COMPENSATION: $59,413 - $67,901
• SCHEDULE: 35 hours per week
• PROBATIONARY PERIOD: Six (6) months
• LOCATION (onsite): Toronto, ON

ADDITIONAL INFORMATION
Please note that this role involves moderate physical activity, including lifting and moving archival boxes and handling historical paper-based materials and records.
WHAT TO EXPECT IN OUR INTERVIEW PROCESS

1. Initial conversation: A 30-minute virtual conversation** with a Recruiter to discuss your interest in the role and ROM and how you can make an impact.
2. First interview: A 1-hour in-person or virtual interview with the Hiring Manager and a member of the HR team. This in-depth interview will focus on your skills and how they align with the team's and ROM's needs.
3. Second interview: A 1-hour in-person meeting with the Hiring Manager and relevant team members. 

The above-listed process may change or vary based on the nature and scope of the position.
**All virtual conversations and interviews will be conducted via Microsoft Teams and may be recorded.**
WHY PEOPLE CHOOSE ROM

• Cultural engagement: Daily interactions with Toronto's diverse culture and international visitors offer insights into social and cultural trends. We champion inclusive community programs and connections through diverse experiences.
• Continuous learning: At ROM, expertise and continuous skill development are paramount. Our culture of curiosity and open-mindedness fosters growth beyond traditional career paths.
• Passion & fulfillment: Our work in preserving and curating cultural narratives brings deep satisfaction. We are passionate about the arts, global history, cultural diversity, and leveraging digital technologies to enhance accessibility.
• Team & culture: ROM promotes a positive workplace with collaborative, supportive teams that encourage creativity and innovation. We value new ideas and collective problem-solving.
• Academic collaboration: We are committed to education, partnering with universities and providing student resources, underscoring our dedication to research and accessibility.

If you’re excited about this role, even if your experience differs from the specific requirements, we encourage you to apply. We’re keen to meet candidates who can contribute their talents to our goals, and will consider an equivalent combination of knowledge, skills, education, and experience.
COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, & ACCESSIBILITY
At ROM, we embrace diversity in our exhibits, communities, and teams. We encourage applications from racialized persons, Indigenous Peoples, persons with disabilities, 2SLGBTQI+ individuals, and those who can further diversify our ideas. We are committed to equitable employment opportunities and a workplace free from discrimination and harassment.
We welcome and accommodate candidates with disabilities throughout the selection process. Please contact us at [email protected] for assistance.
ADDITIONAL INFORMATION

• ROM does not require “Canadian experience.” International applicants with equivalent experience are encouraged to apply.
• ROM uses technology-assisted tools (including JazzHR TalentFit) to support the review and screening of applications. All hiring decisions are made by human reviewers.
• This posting is for an existing vacancy.

APPLY NOW
Only candidates selected for an interview will be contacted. Please note that all candidates receiving a verbal job offer will be subject to a background check. This includes a criminal background check and verification of professional references, and, other checks depending on the role.
#LI-Onsite