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JOB POSTING Archivist, digital documents and tools profile

Congrégation de Notre-Dame

Permanent, full-time position, 28 to 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. In addition, 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. The 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 rare books, artworks and artefacts.




The archivist manages fonds, documents and collections, including works of art, ancient books and the documentation centre; manages activities and projects assigned by the coordinator, including the organization of tasks and the supervision of the work of technicians, trainees and volunteers; acts as resource person for document management and digital tools; manages, configures, and implements processes, and provides support and training in relation to the use of Constellio software; analyzes needs and participates in implementing tools and procedures to support document and data management initiatives, particularly those born-digital; shares expertise in digitization and documentary photography of different media in order to facilitate access and ensure preservation.




The incumbent reports to the Coordinator of Archives Services. The mains tasks are:


- Managing the archives, documents and collections according to established policies, guides, procedures and good professional practices, that is:

* accrual (accession, acquisition, weeding);

* process (evaluate, sort, classify, number, describe, index);

* preserve (manipulation, conditioning, storing);

* digitization and documentary photography (rough retouching and file management);

* dissemination and promotion.

- Manage different activities and projects;

- Make analyses, write reports and prepare presentations;

- Participate in the search for best practices within the organization;

- Draw up and update policies, guides and procedures;

- Draw up and update archival tools (classification plan, conservation calendar, research tools, etc.) and ensure their use and respect;

- Elaborate and update software tools (document and archive management software, database, etc.);

- Ensure the effectiveness and efficiency of the activities and operations of the Archives Services;

- Ensure that annual objectives are reached;

- Provide reference services to internal and external users;

- Prepare licenses for the use of documents and their reproduction;

- Advise and assist the sisters and personnel in the management of documents;

- Develop and facilitate training activities;

- Any other related tasks.




- Master's degree in information science or Bachelor’s degree with a certificate in archival studies or digital information management. Any other combination of relevant education and experience will also be considered;

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

- Three years' experience in archives and records management;

- Good knowledge of the Rules for Archival Description (RAD);

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

- Proficiency in Microsoft 365. Knowledge of the Adobe Suite is an asset;

- Knowledge of document and archive management software (Constellio is an asset);

- Knowledge of documentary languages and indexing;

- Knowledge of library science and museology is an asset;

- Ability to manage and carry out several projects simultaneously;

- Fluency in French and English. Knowledge of Spanish is an asset;

- Professional maturity and strong ability to work in a team when carrying out tasks and projects;

- Organizational skills, leadership, respect, courtesy, thoroughness, competence, efficiency, tact;

- Rigour, meticulousness, attention to detail and excellent capacity for analysis and synthesis;

- Sense of responsibility, dynamism and judgement;

- Discretion and respect of confidentiality.




- 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

- Three weeks vacation after 1 year; 4 weeks after 2 years




- 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: March 2023


Those interested in the position are invited to send their application to before February 6, 2023


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