Hiring: Archeion Coordinator

About the Organization

The Archives Association of Ontario (AAO) is a volunteer-led organization that supports a network of archives and archivists across Ontario, by providing programs, education, advocacy and shared knowledge. Consisting of more than 300 members, the AAO supports and promotes the work of archivists in preserving the history and culture of Ontario and its citizens. It was established in 1993 as a result of the amalgamation of the Ontario Association of Archivists and the Ontario Council of Archives. 

Position Overview

The AAO is seeking an enthusiastic and engaged Independent Contractor and archival professional to be the next Archeion Coordinator and lead the growth and continued maintenance of Archeion (www.archeion.ca), Ontario’s archival information network.

For researchers and the public, Archeion brings together information about archival records cared for by archives organizations across Ontario. 

For AAO institutional members, Archeion is a cost-effective shared archival descriptions database (AtoM) that can be used by archives and memory institutions across Ontario to promote their institution and the records they care for. Read more about Archeion on its FAQ page.

The Archeion Coordinator is a community leader within the Ontario archival community. This contractor role supports Archeion institutional members but it also provides training and support to the AAO community as a whole. 

Position Duties

Reporting to the AAO Board of Directors and working closely with the Digital Access and Preservation Committee, the Archeion Coordinator will lead the ongoing development of Archeion on the AtoM platform as an online, multi-level, Rules for Archival Description (RAD) compliant provincial catalogue of archival holdings by delivering the following products and services:

• Develops an annual plan for the Archeion service, based on membership needs, for approval by the AAO Board of Directors;

• Prepares written articles, listserv reminders, presentations etc., that promote the benefits of Archeion to members of the public and the archivists who serve them;

• Responds to queries submitted to the Archeion email in a timely manner;

• In conjunction with the AAO Secretariat, updates Archeion user accounts annually based on the AAO membership database;

• Conducts outreach to offer Archeion services to new AAO institutional members;

• Supports participating Archeion institutions with use of the AtoM platform, including maintaining the “Getting Started” Archeion slide deck for up-to-date best practices in using AtoM;

• Provides remote services and workshops as-needed for Archeion contributors on descriptive standards and AtoM software and in consultation with the Professional Development Committee

• Maintains the Archeion Google Analytics property and provides data upon request to participating Archeion institutions;

• Assists Archeion contributors with preparation and submission of their descriptions and authority records;

• Assists Archeion contributors with the bulk uploading of records;

• Reviews submissions from participating archival institutions and ensuring that they are consistent with Archeion’s standards;

• Maintains the consistency of the authority files and taxonomies on the Archeion site;

• Records all activities undertaken and prepares regular status reports, including Archeion usage statistics;

• Acts as the AAO Liaison with Artifactual, for AtoM platform upgrades and technical issues;

• In conjunction with the AAO Secretariat, oversee all other technical aspects of the Archeion website;

• Writes monthly reports and attends Board meetings as required.

As an Independent Contractor, the Archeion Coordinator is expected to perform their duties under the contract on a part-time basis, up to 37.5 hours per month, starting January 5, 2026.  The annual renewal of this contract is contingent on the annual renewal of funding.

Remuneration for the services of the Archeion Coordinator contractor will be at an hourly rate of $42.97, supplemented by a monthly office stipend of $100 for Internet and telephone use. 

Qualifications

• MLIS or Master’s degree in archival studies or a recognized equivalent or a combination of related education and experience;

• Minimum three (3) years' experience in a professional archival capacity;

• Experience using archival descriptive standards;

• Experience using and managing archival content management systems and databases; with AtoM experience preferred; 

• Experience and demonstrated proficiency in project management;

• Demonstrated computer skills;

• Ability to multitask and prioritize;

• Experience managing reporting relationships; 

• Strong interest in advocating for and supporting the Ontario archival community;

• Excellent verbal and written communication skills; 

• Familiarity with consulting practices;

• Experience in grant writing an asset; and

• Access to a high-speed Internet connection, computer hardware and an ability to work from home

Asset Qualifications

• Fluency in English and French;

• Demonstrated involvement in the archival profession;

• Knowledge of the AAO; and

• Experience with inter-institutional relationships and strong collaboration skills.

How To Apply

Interested applicants must submit a cover letter and resume in a single pdf file to the AAO Office, aao@aao-archivists.ca by 5:00 pm (EST) on November 7, 2025. 

Although we appreciate all applications, only those selected for an interview will be contacted.