Archivist Assistant - Rapid Progression

Timeframe needed
1 year+ (possibility of extension after Maternity Leave)
40 hours a week

Description:

Purpose
Assistance is needed to cover maternity leave of our current archivist and transition once leave is over into an active records role. Activities will invoice but not limited to receiving, scanning, and indexing internal and CRO submissions, gather records for record requests, eArchving and preparation for shipment to off-site archives

• Weekly Schedule (how many hours/days): M-F
• Shift: 8am - 4pm
• Interview required? Yes, Phone then possibly onsite
• Resume required? Yes
• Any specific skills, requirements or experience you want in a candidate: Must be able to lift 25 lbs; Librarian and data entry/organizational skills. Attention to Detail. Degree preferred (AS or BA)
• Any additional Medical Surveillance testing required? No
• Any exposure to common allergens? No
• Will non-local/remote candidates be considered? No, Local only
• Will they be driving? No

Responsibilities Include but not limited to
1. Assisting with daily archive work up until leave and then taking over all archiving tasks during leave:
a. Verifying receipt of internal records and CROs (Smartsheets and Chain of Custodies)
b. Scanning all incoming raw data in addition to any records requests
c. Retrieving records for on site or off site when requested by study personnel
d. Processing all eArchiving requests
e. Learning new indexing system in order to transition in late August/early September
f. Performing and maintaining all tasks under GLP compliance
g. Monitoring secure storage areas for environment and security access
2. Once leave is over, helping transition above tasks back to the returning archivist and taking on active records tasks:
a. Performing data entry into document management space
b. Maintaining active records storage, check out requests, and security
c. Providing data entry, labels, coversheets, and materials for active file creation
d. Scanning physical files for uploading to document management space
e. Communicating with archivist to maintain workload (i.e, asking for assistance, assisting the archivist, covering absences, helping with divestment projects, etc)