Archives Assistant (Temporary)

Archives Assistant (Temporary)

School Overview

St. John’s School (SJS) is a leading independent, all-gender IB World School in Vancouver. As we approach our 40th Anniversary, we are looking to celebrate our history, our people, and our impact. We are seeking an enthusiastic and organized Archives Assistant to help us unearth the stories that have shaped SJS and preserve them for the next 40 years.

Position Purpose & Overview

The Archives Assistant will play a vital role in preparing the school for our 40th-anniversary celebrations. Working closely with the Advancement team, this individual will be responsible for auditing, organizing and prioritizing a diverse collection of historical materials—ranging from old photographs and video footage to physical artifacts like uniforms, trophies and student publications.

The ideal candidate is a “history detective” who enjoys research, connecting with long-standing staff, and building a structured system to ensure our legacy is accessible and preserved.

Key Responsibilities

Collection Management & Organization

• Audit & Inventory: Conduct a comprehensive audit of existing materials (photos, slides, film, yearbooks and physical memorabilia) to identify and catalogue
• Categorization: Working with our existing libraries, develop and implement a logical filing and tagging system for both physical and digital assets.

Digital Archiving & Content Creation

• Metabase Management: Tag digital files with relevant names, dates and descriptions to ensure easy retrieval for Advancement and other teams at the school.
• Story Mining: Identify "gems" within the archives—compelling stories, photos or facts—that can be used for 40th-anniversary related publicity, which could include social media campaigns, newsletters and event displays.

Research & Engagement

• Internal Research: Coordinate with long-tenured faculty and staff to identify unnamed individuals in photographs or provide context for specific artifacts.
• Alumni Outreach: Assist the Advancement team in reaching out to alumni to "fill the gaps" in the school’s history or to solicit donations of historical items.
• Fact-Checking: Verify historical timelines and milestones for use in anniversary publications.

Required Qualifications & Key Competencies

Education & Experience

• Currently enrolled in or a recent graduate of a program in Library & Information Sciences, History, Journalism, or a related field.
• Experience or strong interest in records management, library sciences or historical research is an asset.
• Familiarity with SJS and/or the Vancouver Independent School landscape is considered an asset but not required.

Key Skills & Competencies

• Superior Organization: An ability to manage large volumes of data and physical items systematically.
• Writing and Editing: Ability to write clear and accurate descriptions, names, dates, metadata and summaries that follow school writing style guidelines.
• Technical Proficiency: Comfortable with scanning hardware and digital asset management; proficiency with Google Workspace.
• Curiosity & Research Skills: A "keen eye" for detail and a passion for unearthing stories and connecting disparate pieces of information.
• Interpersonal Skills: Ability to interact professionally and warmly with alumni and staff to gather historical information.
• Self-Starter: Ability to work independently with minimal supervision while meeting project deadlines.

Success Measures

• Inventory Completion: An upgraded and searchable catalogue of the school’s most significant historical assets.
• Accessibility: The Advancement team can easily locate specific assets.
• Storytelling Value: The identification and presentation of at least 10-15 "key stories" or themes that define the school’s first 40 years.

Conditions of Employment

• The successful candidate will be required to complete child abuse prevention training, concussion training, Level 1 first-aid training provided by St. John’s School and provide consent for a criminal background check for the vulnerable sector.
• Clearance on criminal record checks for vulnerable sector is a condition of employment
• The ability to legally work in Canada, in an educational setting is a condition of employment.

Job Information

• Employment Type: Temporary Full-Time
• Employment start and end date: June 1, 2026 to August 13, 2026 (no work on Fridays due to our Friday Summer Closure Policy)
• Work Location: on-site
• Compensation Information: $28.00 per hour with 4% vacation pay

Reporting Structure

• Reports To: Executive Director of Advancement
• Direct Reports: N/A
• Department: Advancement
• Key Interactions:
  • External: Alumni
  • Internal: Non-teaching staff members, payroll administrator, and Senior Leadership Team.

Application Instructions

All interested candidates should include the following items in their application:

• Resume & Cover Letter
• Copies of any relevant certificates and diplomas
• Three Professional References

All interested candidates should submit their complete application to the following link:

Archives Assistant (Temporary)

The posting will be active until filled. If you are having any problems submitting your application, please email hr@sjs.ca

Our Commitment to Equity, Diversity, and Inclusion

St. John’s School is committed to fostering a diverse, equitable, and inclusive learning and working environment where all individuals feel valued, respected, and supported. We believe that diversity of backgrounds, identities, lived experiences, and perspectives strengthens our school community and enriches learning for our students.

Our commitment to equity and inclusion aligns with the values of the International Baccalaureate, including respect, intercultural understanding, and global citizenship.

St. John’s School is an equal opportunity employer and encourages applications from all qualified candidates. We are committed to providing an inclusive and accessible recruitment process, and reasonable accommodations are available upon request throughout all stages of hiring.