Special Collections Assistant
About the role
Closes: August 12, 2025
Position Title:
Special Collections Assistant
Job Number:
86
Department:
Special Collections: Archives and Rare Books, John M. Kelly Library, University of St. Michael’s College
Supervisor
Digital Archivist, Special Collections
Compensation:
Hiring Rate: $34.69 per hour / 35-hour week, Pay Band 8
Hours:
35-hour work week (Monday to Friday; 8:00 a.m. to 4:00 p.m.). Hours may vary.
Terms:
Permanent /Full-Time (6 month probation period)
This is not a remote position.
Posting Date:
July 15, 2025
Closing Date:
August 12, 2025
Apply to:
Attention: Teresa Wong, Digital Archivist; twm.wong@utoronto.ca
Please include position title in subject line of email when submitting resume and cover letter.
Applications should address the selection criteria with a letter of interest and curriculum vitae that includes the names and contact information for three references. Please submit these items as a single PDF with a file name that begins with applicant’s last name.
ABOUT THE JOHN M. KELLY LIBRARY
One of over 40 libraries at the University of Toronto, the John M. Kelly Library is the largest Federated college library at the University. The collection is strong in the humanities, including Catholic theology, the Middle Ages, book history and media studies, Celtic Studies, and English, French, Italian, Slavic and German literature.
The John M. Kelly Library’s Special Collections: Archives and Rare Books house the University of St. Michael’s College’s specialized collections. The archival holdings focus on the areas of Catholicism, Christianity, Christian spirituality, and literature and language. Highlights include the archives of spiritual writer Henri Nouwen (The Henri J.M. Nouwen Archives and Research Collection), L’Arche Canada and L’Arche Daybreak collections, an extensive array of 19th century French literature materials, and the personal archives and library of the Canadian modernist writer Sheila Watson. These collections and others actively support the teaching, learning and research needs of USMC students and faculty from all disciplines, and the wider scholarly community.
POSITION SUMMARY
A core member of the Special Collections function unit, the Special Collections Assistant supports the daily operations of the John M. Kelly Library’s Special Collections: Archives and Rare Book division, which includes the library’s rare book and archival materials. The incumbent will also be cross trained to support the library’s Access and Information team and work in partnership with other functional teams across the library to support patron services.
This position will start as soon as possible.
DUTIES AND RESPONSIBILITIES
Opening and closing the library. This position may, from time to time, be responsible for the regular opening and closing of the library. This includes unlocking and locking doors; changing signage; turning on/off computers, photocopiers, and other equipment; and other tasks as required.
Opening and closing the Reading Room. This position will be responsible for the regular opening and closing of the Special Collections Reading Room. This includes unlocking and locking doors; changing signage; turning on/off computers, photocopiers, and other equipment; and other tasks as required.
Researcher registration. This position will be responsible for overseeing the registration of Special Collections researchers. This includes administering registration procedures, implementing and maintaining researcher registration and appointment booking systems, verifying researcher identity, and instructing researchers in reading room rules and procedures.
Reading room procedures. This position will oversee the security and safe handling of materials by researchers in the Special Collections Reading Room. This includes instructing researchers in reading room rules and procedures. This position will also ensure the general good order and cleanliness of reading room spaces and resources.
Maintaining statistics and preparing reports. This position is responsible for maintaining usage statistics and preparing reports as required. This may include tracking reading room usage, number of questions answered, reference and retrieval statistics, preparing usage reports, and other recording of work done.
Maintaining library equipment. This position will assist patrons with the use of electronic equipment as necessary (e.g., laptop wireless connections, computer workstations, photocopiers, printers, microfilm readers, TCards). The Special Collections Assistant will also be responsible for requesting maintenance from outside contractors and ordering supplies as necessary.
Maintaining archival and special collections materials. This position will retrieve and return materials from closed stacks, shelve new acquisitions, perform general collections maintenance, and always ensure the security of items through careful attention to security and access to storage spaces.
Processing of materials. This position may, from time to time, and under the supervision of an Archivist or Librarian, assist in the processing of archival or rare book material. Such work includes, but is not limited to, the rehousing, arrangement and description, original cataloguing, and the preparation of finding aids to assist in the retrieval of archival and rare book material.
Providing primary patron support. This position will provide primary patron support at the library’s Loans and Information desk and/or the in the Special Collections Reading Room on a regular schedule. Duties may include:
- Charging, discharging, and renewing items in person, through email, and by telephone;
- Processing and completing reproduction requests;
- Arranging appointments for researchers in the Reading Room;
- Place holds on items in person and by telephone;
- Negotiating fines and overdue items;
- Recording items as lost or claimed returned;
- Recording items reported as missing;
- Processing rush catalogue requests;
- Registering extra-mural readers;
- Processing payments for fines and other services;
- Supplying keys to authorized persons;
- Helping patrons to find specific library materials;
- Answering basic reference questions;
- Administering and executing reproduction services
- Referring complex reference questions to a librarian or archivist;
- Replying to general inquiries received by phone or email;
- Other duties as required.
Maintaining library collections. This position will assist in ensuring that library collections remain accessible to patrons. This may include shelving materials; conducting inventory; shelf reading; and other duties as necessary.
Recording lost and found items. This position will record lost items; investigate the ownership of lost items and contact persons; retrieve items for claimants; and conduct a semi-annual donation of unclaimed items to local charities.
Special Collections Manual. This position will, in consultation and collaboration with the Special Collections Functional Team, ensure the Special Collections Manual is kept up to date to reflect current policy and procedures.
Library communication and promotion. This position will contribute to the promotion of the library. This may include ensuring the library website is current; creating and posting content on a regular schedule to social media; and monitoring website comment boxes and the general library email account.
Public programming. This position will contribute to public library programming. This may include providing support with library-related academic events; assisting external departments with event planning; providing support in assessing the needs of patrons (e.g., surveys, focus groups).
Miscellaneous
- Walking through library spaces on a regular basis to ensure patron compliance with library policies;
- Enforcing library and departmental policies;
- Alerting relevant security or policing services to address security or safety concerns;
- Accepting and arranging for deliveries;
- Preparing requisitions and follow-up for Facilities and Services Department;
- Ordering archival, rare book, and general office supplies;
- Other duties as assigned.
SKILLS/QUALIFICATIONS
- People oriented; enjoy working directly with customers and the general public;
- Knowledge of various electronic library databases, reference tools; knowledge of archival standards and archival descriptive software an asset;
- Knowledge of basic copyright laws and practices;
- Knowledge of Microsoft Excel, Microsoft Word and multimedia platforms;
- Ability to communicate effectively in English in person, on the telephone, and in writing;
- Ability to deal effectively and tactfully with other employees and library patrons;
- Demonstrated ability to perform detailed work;
- Demonstrated ability to establish priorities and to complete work assignments independently;
- Ability to collect resources from campus libraries year-round;
- Strong problem-solving and analytical skills;
- Ability to find library materials in a variety of languages;
- Ability to carry 10 kg of books;
- Ability to push book trucks, shelve books, lift heavy boxes, and move material;
- Must be flexible with work hours and can cover others’ shifts on occasion throughout the year.
EXPERIENCE
- At least one year of experience in a public services position in a library or archives setting.
EDUCATION
- A Master of Information or equivalent from an ALA-accredited school or equivalent training and education is required.
ADDITIONAL INFORMATION
Candidates should be aware that the university employs an individual who, since mid-2021, has been seconded to a staff position with the United Steelworkers (USW) but has retained the right to return to this position. Should this individual return, they would assume the position of Special Collections Assistant and the candidate would be laid off, with bumping rights depending on their seniority as defined in the USW Collective Agreement. The university has been given no indication about whether or when this person will be returning to work at the university.
We thank all applicants for their interest. Only those considered for an interview will be contacted.
The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
If you require accessibility accommodation, please contact Human Resources at 416-926-7118 or hr.stmikes@utoronto.ca.
-
Department
Special Collections: Archives and Rare Books, John M. Kelly Library, University of St. Michael’s College
-
How to Apply
twm.wong@utoronto.ca
About University of Toronto
Founded in 1827, the University of Toronto is Canada’s top university with a long history of challenging the impossible and transforming society through the ingenuity and resolve of our faculty, students, alumni, and supporters.
We are proud to be one of the world’s top research-intensive universities, bringing together top minds from every conceivable background and discipline to collaborate on the world’s most pressing challenges. As a catalyst for discovery, innovation, and progress, we prepare our students for success through an outstanding global education and commitment to inclusive excellence.
The ideas, innovations, and actions of more than 660,000 graduates advance U of T’s impact on communities across the globe.
Special Collections Assistant
About the role
Closes: August 12, 2025
Position Title:
Special Collections Assistant
Job Number:
86
Department:
Special Collections: Archives and Rare Books, John M. Kelly Library, University of St. Michael’s College
Supervisor
Digital Archivist, Special Collections
Compensation:
Hiring Rate: $34.69 per hour / 35-hour week, Pay Band 8
Hours:
35-hour work week (Monday to Friday; 8:00 a.m. to 4:00 p.m.). Hours may vary.
Terms:
Permanent /Full-Time (6 month probation period)
This is not a remote position.
Posting Date:
July 15, 2025
Closing Date:
August 12, 2025
Apply to:
Attention: Teresa Wong, Digital Archivist; twm.wong@utoronto.ca
Please include position title in subject line of email when submitting resume and cover letter.
Applications should address the selection criteria with a letter of interest and curriculum vitae that includes the names and contact information for three references. Please submit these items as a single PDF with a file name that begins with applicant’s last name.
ABOUT THE JOHN M. KELLY LIBRARY
One of over 40 libraries at the University of Toronto, the John M. Kelly Library is the largest Federated college library at the University. The collection is strong in the humanities, including Catholic theology, the Middle Ages, book history and media studies, Celtic Studies, and English, French, Italian, Slavic and German literature.
The John M. Kelly Library’s Special Collections: Archives and Rare Books house the University of St. Michael’s College’s specialized collections. The archival holdings focus on the areas of Catholicism, Christianity, Christian spirituality, and literature and language. Highlights include the archives of spiritual writer Henri Nouwen (The Henri J.M. Nouwen Archives and Research Collection), L’Arche Canada and L’Arche Daybreak collections, an extensive array of 19th century French literature materials, and the personal archives and library of the Canadian modernist writer Sheila Watson. These collections and others actively support the teaching, learning and research needs of USMC students and faculty from all disciplines, and the wider scholarly community.
POSITION SUMMARY
A core member of the Special Collections function unit, the Special Collections Assistant supports the daily operations of the John M. Kelly Library’s Special Collections: Archives and Rare Book division, which includes the library’s rare book and archival materials. The incumbent will also be cross trained to support the library’s Access and Information team and work in partnership with other functional teams across the library to support patron services.
This position will start as soon as possible.
DUTIES AND RESPONSIBILITIES
Opening and closing the library. This position may, from time to time, be responsible for the regular opening and closing of the library. This includes unlocking and locking doors; changing signage; turning on/off computers, photocopiers, and other equipment; and other tasks as required.
Opening and closing the Reading Room. This position will be responsible for the regular opening and closing of the Special Collections Reading Room. This includes unlocking and locking doors; changing signage; turning on/off computers, photocopiers, and other equipment; and other tasks as required.
Researcher registration. This position will be responsible for overseeing the registration of Special Collections researchers. This includes administering registration procedures, implementing and maintaining researcher registration and appointment booking systems, verifying researcher identity, and instructing researchers in reading room rules and procedures.
Reading room procedures. This position will oversee the security and safe handling of materials by researchers in the Special Collections Reading Room. This includes instructing researchers in reading room rules and procedures. This position will also ensure the general good order and cleanliness of reading room spaces and resources.
Maintaining statistics and preparing reports. This position is responsible for maintaining usage statistics and preparing reports as required. This may include tracking reading room usage, number of questions answered, reference and retrieval statistics, preparing usage reports, and other recording of work done.
Maintaining library equipment. This position will assist patrons with the use of electronic equipment as necessary (e.g., laptop wireless connections, computer workstations, photocopiers, printers, microfilm readers, TCards). The Special Collections Assistant will also be responsible for requesting maintenance from outside contractors and ordering supplies as necessary.
Maintaining archival and special collections materials. This position will retrieve and return materials from closed stacks, shelve new acquisitions, perform general collections maintenance, and always ensure the security of items through careful attention to security and access to storage spaces.
Processing of materials. This position may, from time to time, and under the supervision of an Archivist or Librarian, assist in the processing of archival or rare book material. Such work includes, but is not limited to, the rehousing, arrangement and description, original cataloguing, and the preparation of finding aids to assist in the retrieval of archival and rare book material.
Providing primary patron support. This position will provide primary patron support at the library’s Loans and Information desk and/or the in the Special Collections Reading Room on a regular schedule. Duties may include:
- Charging, discharging, and renewing items in person, through email, and by telephone;
- Processing and completing reproduction requests;
- Arranging appointments for researchers in the Reading Room;
- Place holds on items in person and by telephone;
- Negotiating fines and overdue items;
- Recording items as lost or claimed returned;
- Recording items reported as missing;
- Processing rush catalogue requests;
- Registering extra-mural readers;
- Processing payments for fines and other services;
- Supplying keys to authorized persons;
- Helping patrons to find specific library materials;
- Answering basic reference questions;
- Administering and executing reproduction services
- Referring complex reference questions to a librarian or archivist;
- Replying to general inquiries received by phone or email;
- Other duties as required.
Maintaining library collections. This position will assist in ensuring that library collections remain accessible to patrons. This may include shelving materials; conducting inventory; shelf reading; and other duties as necessary.
Recording lost and found items. This position will record lost items; investigate the ownership of lost items and contact persons; retrieve items for claimants; and conduct a semi-annual donation of unclaimed items to local charities.
Special Collections Manual. This position will, in consultation and collaboration with the Special Collections Functional Team, ensure the Special Collections Manual is kept up to date to reflect current policy and procedures.
Library communication and promotion. This position will contribute to the promotion of the library. This may include ensuring the library website is current; creating and posting content on a regular schedule to social media; and monitoring website comment boxes and the general library email account.
Public programming. This position will contribute to public library programming. This may include providing support with library-related academic events; assisting external departments with event planning; providing support in assessing the needs of patrons (e.g., surveys, focus groups).
Miscellaneous
- Walking through library spaces on a regular basis to ensure patron compliance with library policies;
- Enforcing library and departmental policies;
- Alerting relevant security or policing services to address security or safety concerns;
- Accepting and arranging for deliveries;
- Preparing requisitions and follow-up for Facilities and Services Department;
- Ordering archival, rare book, and general office supplies;
- Other duties as assigned.
SKILLS/QUALIFICATIONS
- People oriented; enjoy working directly with customers and the general public;
- Knowledge of various electronic library databases, reference tools; knowledge of archival standards and archival descriptive software an asset;
- Knowledge of basic copyright laws and practices;
- Knowledge of Microsoft Excel, Microsoft Word and multimedia platforms;
- Ability to communicate effectively in English in person, on the telephone, and in writing;
- Ability to deal effectively and tactfully with other employees and library patrons;
- Demonstrated ability to perform detailed work;
- Demonstrated ability to establish priorities and to complete work assignments independently;
- Ability to collect resources from campus libraries year-round;
- Strong problem-solving and analytical skills;
- Ability to find library materials in a variety of languages;
- Ability to carry 10 kg of books;
- Ability to push book trucks, shelve books, lift heavy boxes, and move material;
- Must be flexible with work hours and can cover others’ shifts on occasion throughout the year.
EXPERIENCE
- At least one year of experience in a public services position in a library or archives setting.
EDUCATION
- A Master of Information or equivalent from an ALA-accredited school or equivalent training and education is required.
ADDITIONAL INFORMATION
Candidates should be aware that the university employs an individual who, since mid-2021, has been seconded to a staff position with the United Steelworkers (USW) but has retained the right to return to this position. Should this individual return, they would assume the position of Special Collections Assistant and the candidate would be laid off, with bumping rights depending on their seniority as defined in the USW Collective Agreement. The university has been given no indication about whether or when this person will be returning to work at the university.
We thank all applicants for their interest. Only those considered for an interview will be contacted.
The University of St. Michael’s College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal people of North America, persons with disabilities, LGBTQ persons, people who take a religiously informed view of human experience, and others who may contribute to further diversification of ideas.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
If you require accessibility accommodation, please contact Human Resources at 416-926-7118 or hr.stmikes@utoronto.ca.
-
Department
Special Collections: Archives and Rare Books, John M. Kelly Library, University of St. Michael’s College
-
How to Apply
twm.wong@utoronto.ca
About University of Toronto
Founded in 1827, the University of Toronto is Canada’s top university with a long history of challenging the impossible and transforming society through the ingenuity and resolve of our faculty, students, alumni, and supporters.
We are proud to be one of the world’s top research-intensive universities, bringing together top minds from every conceivable background and discipline to collaborate on the world’s most pressing challenges. As a catalyst for discovery, innovation, and progress, we prepare our students for success through an outstanding global education and commitment to inclusive excellence.
The ideas, innovations, and actions of more than 660,000 graduates advance U of T’s impact on communities across the globe.